Executive Assistant

SUMMARY

Under the leadership of the manager of operations and administration, the executive assistant provides high-level administrative support to executives, optimizing their time, enhancing productivity and ensuring operational efficiency across the firm. This position handles a variety of office and administrative tasks focusing on organization, workflow management and firmwide coordination to support principals and enhance firm operations.

The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to accomplish each essential function satisfactorily.

• Provide high-level administrative support and assistance to principals and other stakeholders, managing tasks with increasing independence and ownership
• Build a strong partnership with principals by aligning daily operations with their priorities
• Identify and improve processes, managing projects, information and resources with minimal oversight
• Lead calendar management for principals, prioritizing time-sensitive tasks and overseeing meeting logistics and follow-up actions
• Research and prepare client-facing materials, reports and logistics
• Cultivate relationships across departments, ensuring smooth communication and a positive organizational culture
• Use discretion, judgment and knowledge to facilitate principals’ activities and maintain confidentiality; apply administrative best practices with thoroughness and emotional intelligence
• Deliver principal-ready materials with a focus on quality, polish and firm alignment; proficient in key firm tools, reports, software and processes
• Assist with event planning and coordination, including setup/teardown and vendor and office maintenance as needed
• Contribute consistently to administrative continuity efforts (training manuals, SOPs, documentation)
• Build cross-department rapport, uplift team morale and model professionalism
• Understand Pinnacle reports including SAOs (Statements of Actuarial Opinion), engagement letters, etc., office technology and procedures, including front-end and progressing to back-end Style Guide processes as needed
• Obtain notary commission within two months of employment and may need to initiate e-notary authorizations within six months of employment
• Be on the main phone line call queue, managing phone and visitor interactions. Ensure effective communication, directing calls and visitors to the appropriate departments or individuals while maintaining professionalism
• Independently manage travel arrangements, including logistics and itineraries
• Model administrative best practices, mentor junior staff as needed and support team development
• Enter time and expenses accurately; handle confidential information; file projects and materials per firm-specific guidelines; maintain regular, predictable and punctual attendance