Job overview:
we are seeking an organized and enthusiastic executive assistant to support a mix of partners and principals.
the ideal candidate will be able to work in a fast-paced environment, prioritize tasks, and maintain accurate records.
key responsibilities:
1. business development
* build relationships with clients and client eas
* understand business goals and objectives of each supported partner and help to push them forward proactively
* maintain and update current list of contacts and business activities in crm database
* track and maintain sales activity/pipeline with each partner
* proactively spot clients that haven't been called upon and/or who need follow up
* execute requested follow-up calls for client mailings
* assist marketing department with coordination of customized mailings
* prepare letters, proposals and other documents using oliver wyman formatting styles
2. calendaring
* maintain diaries for partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate
* proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up
* assist with scheduling for complex projects as requested by the partner and/or project team
3. travel arrangement
* coordinate travel and accommodation, book cars, rail tickets, etc.
* develop understanding of partner scheduling and travel preferences
* coordinate travel efficiently by grouping client meetings where possible
4. daily administration
* work with hc to obtain work permits and visas
* manage documents and project deliverables when requested
* notify staffing and practice eas of extensions/re-negotiations
* manage storage or disposal of confidential client information
* act as central point of contact for all assigned principal/partner administrative needs, liaise with other support departments as necessary
5. timesheet and expense reporting
* prepare monthly timesheets for each assigned principal/partner
* prepare all expense reports and/or delegate to a team assistant when necessary
6. team support
* provide coverage for eas who are out of the office to ensure seamless support to principals/partners
* provide short-term coverage for principals/partners who may be in the midst of an ea assignment transition or who are new to the firm
* provide training and support to new eas
* participate in team meetings and projects with an eye to improving processes and the overall performance of the ea team