About this role:
we are seeking a skilled and organized professional to join our team as an executive support specialist. This is an exciting opportunity for someone who is enthusiastic, proactive, and dedicated to delivering exceptional support to our leaders.
key responsibilities:
* establish and maintain strong relationships with clients and client support staff
* understand business goals and objectives of supported leaders and contribute to their success
* maintain and update current lists of contacts and business activities in our crm system
* monitor and track sales activity/pipeline with each leader
* proactively identify clients requiring follow-up and execute requested calls
* support the marketing department with customized mailings
* prepare letters, proposals, and documents using our corporate formatting styles
scheduling and administration:
* maintain diaries for leaders, scheduling internal and external meetings
* identify opportunities to add internal and external meetings; interviews, staff meetings, follow-ups
* assist with scheduling complex projects as requested by leaders and/or project teams
travel arrangements:
* coordinate travel and accommodation, book cars, rail tickets
* develop understanding of leader scheduling and travel preferences
* coordinate travel efficiently by grouping client meetings where possible
daily operations:
* work with hr to obtain work permits and visas
* manage documents and project deliverables when requested
* notify staffing and practice support staff of extensions/re-negotiations
* manage storage or disposal of confidential client information
* act as central point of contact for assigned leader administrative needs
timesheet and expense reporting:
* prepare monthly timesheets for each assigned leader
* prepare all expense reports
team collaboration:
* provide coverage for support staff out of office to ensure seamless support to leaders
* provide short-term coverage for leaders during support staff assignment transition or new to organization
* provide training and support to new support staff
* participate in team meetings and projects to improve processes and overall team performance
requirements:
* bachelor's degree preferred
* at least 3 years' experience in administrative or customer service position
* financial services, management consultancy, and/or professional services environment a plus
* english fluency a must
* portuguese fluency, desirable
skills:
* excellent word, powerpoint, and excel skills
* expert knowledge of outlook
* knowledge of crm systems (microsoft dynamics), a plus but not necessary
skillset:
* problem solver – able to work effectively with other teams and staff members to reach a viable solution
* strong service focus – dedicated to meeting expectations of all staff through securing effective relationships with clients and executing deliverables
* excellent communicator and negotiator – able to deal effectively with people at all levels across a multicultural environment
* maturity, poise, and judgment
* ability to maintain and respect confidentiality
* ability to think strategically and contribute to departmental model development
* self-starter, strong initiative, confidence, and ability to work with little guidance
* collaborative team player
* positive attitude, sense of fun: collegial and friendly
* ability to juggle several tasks at once, prioritize, and manage own time
* methodical, organized, and excellent attention to detail
* flexible attitude; embraces change, hard-working, cost-conscious, and results-driven