Senior Executive Assistant

About the role

The senior executive assistant supports a division leader (DL) and ensures the smooth operation of the division. Key responsibilities include assisting with special projects, managing the DL's travel arrangements, preparing and processing expense reports, and overseeing division operations.

Responsibilities

• DL Support
• Aid in achieving goals and objectives
• Serve as liaison between DL and firm leadership, and key external contacts/clients
• Optimize DL's schedule by managing complex and dynamic workflows
• Manage travel arrangements, including logistics, itineraries, meeting agendas, hotel reservations, and air/ground travel
• Prepare, process, review, and audit expense reports
• Organize and maintain meeting materials, prioritize tasks, and assist with inbox management
• Implement process improvements to optimize DL's time
• Manage and prioritize workflow, add structure, and maintain alignment with key priorities
• Represent the firm professionally and maintain confidentiality
• Division Support
• Oversee day-to-day operations of the DL's division
• Develop and maintain administrative processes and templates for the division
• Run CRM and Vantagepoint reports, possibly including creating and updating pipelines, prepipelines, client contacts, and project notes
• Prepare and manage meeting materials, conduct necessary research, and ensure the DL has all required information for decision-making
• Coordinate in-person and virtual meetings, including preparing and posting presentations, materials, and agendas
• Execute special projects, manage deadlines, and provide proactive updates
• Track and review action items for the DL
• Office Management
• Schedule and arrange logistics for on-site and off-site meetings
• Plan and coordinate events, including team activities such as all-hands meetings, off-sites, and social events
• Collaborate with office assistants to ensure smooth day-to-day operations

Qualifications

• Seven-plus years of experience in an executive assistant role, preferably supporting senior executives in a consulting or professional services firm
• Bachelor’s degree in a business-related field or equivalent
• Proficiency in Microsoft Office suite, particularly PowerPoint, Outlook, and Excel
• Superior organizational skills, an aptitude for details, and strong prioritization abilities
• Exceptional communication skills, confidence, and professional presence
• Demonstrated ability to thrive in a fast-paced, demanding environment and fully manage your own time
• High level of discretion and confidentiality maintained
• Experience in providing a high level of attention to details and follow-up
• Experience in overcoming obstacles and challenges to ensure tasks are completed
• Experience in taking initiative, making suggestions, and helping solve problems