Executive Assistant I- Remote

Job ID: Executive Assistant – Level 1

About the role

The Executive Assistant uses experience and professionalism to support executives with daily responsibilities. This position may work for one or several department professionals, division heads, officers, or managers and is a senior-level support role. The primary focus is to provide outstanding administrative support while representing the firm in a professional and positive manner. Daily tasks will be demanding and varied and should be handled with the utmost confidentiality. Successful team members embrace and live Ryan’s values of Pursue Excellence, Wired to Win, Generosity Matters, Build Trust, and Integrity Always and will embody and demonstrate accountability.

Responsibilities

• People
  • Acts as an extension of the Principal dealing with colleagues and clients in the utmost professional manner
  • Maintains communications (email, written, phone, and fax) while Principal is traveling
  • Maintains a positive attitude at all times and provides assistance when other Executive Assistants are unavailable
  • May assist less-experienced team members
• Client
  • Prepare reports, meeting minutes, and correspondence
  • Create and edit documents, spreadsheets, and presentations
  • Manage schedules, arrange appointments, and itineraries with extensive coordination and follow-up to ensure all meetings are calendared properly and effectively—utilizing the best use of the Leader’s time
  • Optimize principal productivity through coordination of meetings, travel, conference calls, and completing expense reports
  • Organize and prioritize multiple tasks and complete them under strict time constraints
  • Answer and transfer all telephone calls, take accurate and concise messages
  • Manage daily correspondence and filing; organize and maintain electronic and/or hard-copy document filing system
  • Read, sort, and distribute incoming mail; route client documentation to ensure timely delivery to Managers when client deadlines are involved
• Value
  • Handle and safeguard confidential and sensitive company and personal information
  • Remain knowledgeable of business unit and corporate policies
  • Identify and work to improve internal processes and develop firm policies as needed
  • Review and edit client-related documentation
  • Maintain client and administrative filing procedures
  • Assist with other projects as needed
  • Complete assignments with little supervision and perform other duties as assigned
• Office Administrative Tasks

  In addition to the above responsibilities, Executive Assistants, whether employed full-time or part-time, will be responsible for office administrative tasks and duties at the direction of the PIC.

Requirements

• High school diploma and 3+ years of experience performing administrative duties for an individual, group, or department
• Strong grammatical and proofreading skills
• Solid experience making contacts of a sensitive, complex, and confidential nature
• Valid driver’s license required; Notary Public preferred

Skills

To perform this job successfully, an individual must have advanced skills in:

• Microsoft® Word, Excel, Access, PowerPoint, Outlook
• Internet navigation and research

Benefits

• Hybrid work options
• Award-winning culture
• Generous personal time off (PTO) benefits
• 14 weeks of 100% paid leave for new parents (adoption included)
• Monthly gym membership reimbursement OR gym equipment reimbursement
• Benefits eligibility effective day one
• 401K with employer match
• Tuition reimbursement after one year of service
• Fertility assistance program
• Four-week company-paid sabbatical eligibility after five years of service

Pay

• California (certain roles): $32.69 - $43.10 per hour
• California (other roles): $30.05 - $39.53 per hour
• Colorado: $28.73 - $37.82 per hour
• Illinois (certain roles): $30.05 - $39.53 per hour
• Illinois (other roles): $28.73 - $37.82 per hour
• Maryland: $28.73 - $37.82 per hour
• Massachusetts (certain roles): $30.05 - $39.53 per hour
• Massachusetts (other roles): $28.73 - $37.82 per hour
• New Jersey: $32.69 - $43.10 per hour
• New York (certain roles): $32.69 - $43.10 per hour
• New York (other roles): $27.28 - $35.96 per hour
• Washington: $30.05 - $39.53 per hour

Work Environment

• Standard indoor working environment
• Long periods of sitting while working at a computer
• Occasional long periods of standing
• Regular interaction with employees and vendors both in person and via email and telephone