We are looking for a responsible Administrative Assistant to complete a variety of administrative and clerical tasks. Job duties may include providing support to our managers and employees, paper work management, and phone call coordination. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment.
Manage the very active and complex professional and personal calendar of the Executive proactively ensuring that all appointments and meetings are confirmed at least a week in advance; communicating effectively with the Executive and internal management when calendars change.
Works closely and effectively with the Executive to keep her informed of upcoming commitments and responsibilities. Follow up on internal initiatives, client meetings, projects, and other matters requiring the Executive's attention, always ensuring Executive has access to both hard and soft copies of all materials and reports needed for each engagement.
Complete a broad variety of administrative duties; such as,extensive and complex inbox management with appropriate filing and organization
completing expense reports with appropriate tracking and processing
arranging travel as needed
setting up internal and external conference calls
handling and composing correspondence that may be confidential in nature
comprehensive phone coverage with appropriate routing, message taking and communication of the incoming calls to Executive
manage and maintain contacts in Outlook
Responsible for heavy interfacing and coordination of high level meetings, projects, and reporting needs with other internal departments, key client executives and agents, while understanding Executive's priorities to effectively handle conflicting needs.
Generate and manage monthly reporting needs of the Executive; requires proficiency in Microsoft Excel.-Acts as a gatekeeper for the Executive to make the best use of her time by understanding her priorities, calendar, projects, and client relationships.
Present a professional demeanor that positively represents the Executive and the company when greetings guests, interacting with client, reviewing and corresponding on behalf of the Executive. Always maintain a customer service mentality.
Provides leadership and a collaborative atmosphere of teamwork to build relationships crucial to the success of the company with the ability to understand and follow organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
Maintain the highest level of discretion and confidentiality at all times for internal and external matters, and when interacting with high profile clients.
Ability to seamlessly and professionally manage high stress situations and strong personalities while maintaining poise, flexibility, and multitasking under pressure and tight deadlines.
Ability to independently manage individual tasks and to work well on a team
Experience and knowledge in the legal field (Preferred)
Excellent verbal and written communication skills
Ability to provide excellent customer service via phone and e-mail
Proficient in relevant computer applications such as MS Office
Accurate keyboard skills
Knowledge of correct spelling, grammar and punctuation
Knowledge of clerical and administrative procedures
MS Word, Outlook, and internet search proficient