Executive Assistant

Primary Functions And Essential Responsibilities

• Meetings & Calendaring: Extensive coordination and scheduling of internal and external meetings, conference calls, and video conference meetings, utilizing Outlook and Zoom on behalf of supported professionals; includes arranging for any catering and document distribution.
• Prioritize Outlook calendar items on behalf of professionals, informing them of meeting changes and keeping them on schedule throughout the day.
• Schedule meetings and conference rooms as necessary using Ares protocol.
• Cook up and distribute documents as needed.
• Coordinate setup and clean up conference rooms with hospitality team for catered meetings.
• Manage payment and maintain real time tracking of meeting and itinerary changes.
• Create detailed itineraries for travel and key meetings, print boarding passes and check-in professionals for their flights.
• Track flights to ensure they are on time and not cancelled.
• Compose detailed expense reports using Ares’s expense system, Concur.
• Daily & On-going: Answer phones, screen calls, and take messages as appropriate. Maintain documents, records, reports in a discreet and confidential manner. Perform professional information searches as needed. Register professionals for conferences and networking events in a timely manner. RSVP to events on behalf of professionals.
• Provide back-up support to other administrative team members in Collaboration Group when they are at lunch, out sick or on vacation; this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings, etc.
• Cook up and coordinate various mailings (USPS and FedEx) and assist other administrative team members in the process when necessary.
• Miscellaneous projects and support leverage for professionals as needed, including event management.

Qualifications

• Education: Bachelor’s degree or equivalent work experience required.
• Experience Required: 5 - 7 years of experience in an administrative role, preferably in financial services.
• Proficiency with Microsoft Office suite – particularly Outlook, Word, Excel, PPT.
• General Requirements: The ideal candidate should have the following:
• Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment.
• Excellent writing and communication skills are required.
• Must be very organized.
• Able to manage time and priorities well in a deadline-driven, fast paced department.
• Excellent problem-solving capabilities, with timely resolution, demonstrating an ability to work independently with limited guidance and exercise independent judgment, including knowing when to elevate concerns or issues.
• Strong interpersonal skills and ability to multitask.
• Strong phone etiquette.
• Technology savvy and willing to learn new systems in a short period of time.
• Highly responsive and able work on evenings and weekends when needed to support business needs.