Executive Administrative Assistant

Job Responsibilities:

• Maintain detailed calendars for multiple team members
• Coordinate visitor access and handle logistics
• Organize and arrange onsite and offsite events, such as but not limited to, virtual and in-person meetings including scheduling, catering and set-up, and transportation
• Screen incoming calls and determine the level of priority, while using caution in dispensing information
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate domestic and international travel for multiple team members
• Process T&E expenses for multiple team members. Process invoices. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures
• Produce high quality emails and messages to individuals at all levels of the organization
• Handle regular activities without prompting, and advise in advance with possible issues or delays
• Assist in editing spreadsheets and presentations, including printing and binding for client meetings
• Work cooperatively with the administrative assistant team, in positive partnership to support each other smoothly
• Lead and coordinate on ad hoc projects as requested

Required qualifications, skills and capabilities

• Preferably candidates should have at least 3 years of administrative experience, supporting all levels through managing director
• Advanced calendar management
• Advanced ability to organize and prioritize
• Tact and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Candidates should have Expense, Invoice and Charitable Contributions knowledge
• Proficiency within Microsoft Office Suite, including Excel and PowerPoint
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
• Ability to learn procedures and processes quickly

This position does not support hybrid options. It is on-site Monday-Friday,