Executive Assistant College Degree Required BA or BS

Provide administrative support for New Jersey Partner(s) and/or senior Principals, taking full responsibility for the maintenance of a demanding schedule. Positively influence others and represent to all internal and external contacts in a manner consistent with value statement.

Job Responsibilities

• Develop working relationships with clients and client assistants to facilitate the information flow and scheduling process
• Organize and maintain filing systems, time sheets, and expense reports
• Receive, sort, screen, and prioritize all incoming mail; respond to inquiries as needed
• Organize and schedule client and internal meetings
• Respond to case team, committee, and practice area information requests
• Coordinate point-to-point travel needs of the Partner (car, flight, hotel, etc.)
• Assist with personal tasks to leverage time
• Provide telephone support
• Type proposals, letters, slide decks, memoranda, client invoices, etc.
• Maintain highest levels of internal and external confidentiality
• Provide general administrative support: typing, telephone, mail, copying, faxing, filing, calendar functions, voice mail and e-mail distribution lists, etc.

For Practice Area (if applicable)

• Coordinate committee meetings, arrange conference bridges, reserve conference rooms, organize food service
• Prepare and circulate meeting agendas and materials, attend meetings, take and distribute meeting notes, follow up on action items
• Provide administrative support to all committee events – prepare invitation mailings, tally responses, notify individual VPs of target mailings when appropriate
• Update mailing lists and databases in coordination with knowledge management staff, provide regular updates to committee members
• Maintain practice area information filing system

For office in general

Share with other team members in providing some general administrative support to the New Jersey office, including, but not limited to, event coordination, office services, guest requests, etc.

Attend select meetings and trainings in New Jersey and New York offices

Provide back-up assistance to other Executive Assistants and Reception Desk as needed

Maintain highest levels of internal and external confidentiality

Perform other projects as assigned or required

Basic Job Requirements

• Bachelors degree, secretarial school degree, or equivalent
• 7-10 years administrative support experience, preferably at a professional services firm
• Proficient computer skills: MS Word, Excel, PowerPoint, Graph, Outlook, and Internet Explorer
• Minimum typing speed: 50 wpm
• Organizational skills: ability to handle competing priorities and to work effectively in a challenging, fast-paced environment
• Service oriented, flexible, attentive to detail, team player

Key Competencies

• Excellent organization and time management skills with ability to manage competing priorities effectively
• Meticulous attention to detail and accuracy
• Excellent verbal and written communication skills
• Strong interpersonal and communication skills to develop effective working relationships with staff and clients
• Consistent, dependable and accurate in completing responsibilities/tasks
• Uses solid knowledge of computer technology to efficiently and effectively complete projects
• Must perform well under pressure, take initiative, and handle multiple tasks at the same time
• Displays service-oriented mentality and responds to customer needs with a sense of urgency
• Proactive mindset – ability to anticipate, identify, analyze and provide solutions to problems
• Capability to utilize independent and sound judgment within framework of established procedures, policies and objectives in decisions affecting projects and initiatives
• Demonstrates maturity, poise, diplomacy and tact in a situation
• Flexible and adaptable to change
• Works cooperatively with other team members, displaying a high level of motivation and enthusiasm for tasks
• Ability to respect all company and client information as personal and confidential
• Displays high standards of professional behavior, demeanor and ethical standards
• Displays patience and an ability to impart knowledge and processes clearly
• Self-motivated, takes initiative, possesses creative problem-solving skills and willingness to offer suggestions for improvement; builds relationships to leverage
• 7 + years Executive Assistant experience to high level Executive
• College Degree - BS or BA
• If you are looking for a company where you will learn, grow and have an impact, this is the opportunity for you!