Senior Executive Assistant

About the role

The senior executive assistant supports a division leader (DL) and ensures the smooth operation of the division. Responsibilities include DL support, division support, office management, and special projects.

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 a complex and dynamic schedule
• Manage DL's 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 immediate tasks, and help with inbox management and communication strategies
• Identify and implement process improvements to optimize DL's time
• Manage and prioritize DL's workflow, adding structure and processes where needed
• Anticipate needs, understand the business context, and manage complex logistics
• Uphold ECG's corporate image by professionally representing the firm and ensuring confidentiality
• Division Support
• Oversee day-to-day operations of the DL's division, ensuring exceptional customer care, efficient administration, and seamless coordination of activities
• Develop and maintain administrative processes and templates for the division
• Run CRM and Vantagepoint reports as needed
• Assist with preparation of meeting materials, conducting research, and ensuring the DL is equipped with necessary information for decision-making
• Assist in overall division communications, including newsletters, team meetings, and other necessary channels
• Coordinate in-person and virtual meetings, including preparing and posting presentations, materials, and agendas
• Execute special projects, partnering with cross-functional teams, managing deadlines, and providing proactive updates
• Continuously track and review action items for the DL
• Office Management
• Schedule and arrange logistics for on-site and off-site meetings
• Assist in event planning and coordination as needed
• Collaborate with office assistants to ensure smooth day-to-day operations of the office

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
• Experience in providing a high level of attention to details and follow-up
• Demonstrated ability to thrive in a fast-paced, demanding environment and fully manage your own time
• History of maintaining a high level of discretion and confidentiality
• Ability to work under the pressure of deadlines
• Demonstrated self-confidence
• Experience in overcoming obstacles and challenges to ensure tasks are completed
• Demonstrated ability to take on stretch assignments with a drive to provide excellent service
• Balanced judgment and problem-solving in complex and ambiguous situations