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 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
• Manage complex and dynamic schedule
• Handle 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 manage inbox
• Identify and implement process improvements
• Manage workflow and add structure to operations
• Support DL in preparing and managing correspondence and materials
• Conduct necessary research and prepare materials for meetings and presentations
• Collaborate with HR, marketing, business development, and IT
• Manage special projects and provide updates
• Division Support
• Oversee day-to-day operations of the DL’s division
• Develop and maintain administrative processes and templates
• Run CRM and Vantagepoint reports
• Assist with pipeline creation and maintenance, client contact management, and project notes
• Prepare meeting materials and conduct necessary research
• Auxiliary in overall division communications
• Coordinate in-person and virtual meetings, including preparing and posting presentations, materials, and agendas
• Execute special projects, manage deadlines, and provide updates
• Office Management
• Schedule and arrange logistics for meetings
• Plan and coordinate events, including team activities
• Collaborate with office assistants for 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
• 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
• High level of discretion and confidentiality maintained
• 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