Executive Assistant_Workplace Services & Operations

Your opportunity

Executive Assistant, Workplace Services & Operations

We believe that, when done right, investing liberates people to create their own destiny.  We are driven by our purpose to champion every client’s goals with passion and integrity. We respect and appreciate the diversity of our employees, our clients, and the communities we serve.  We challenge conventions strategically to create value for our clients, our firm and the world. We live and bring to life the concept of ‘own your tomorrow’ every day.  We champion our employee strengths, guide their development, and invest in their long-term success.  We hire optimistic, results-oriented, curious, innovative, and adaptable people with the desire to help our clients and one another succeed. 

Overview of the Role:

The Executive Assistant will provide support to the Managing Director, Workplace Services and the Managing Director, Operations owning various administrative duties and projects.  This role requires being in the office four days a week.  Responsibilities include:

• Complex calendar time management to balance business needs for senior leaders.
• Optimization of our regular and ad hoc meetings including conference room and logistical arrangements.
• Problem solve and propose alternative plans for a wide array of potential challenges.
• Collaborating on setting dates for critical gatherings and Leadership Meetings.
• Close partnership and collaboration with peers and other Executive Assistants on logistics, meetings, calendars, etc.
• Preparation of materials utilizing an array of tools including Excel, Word, and PowerPoint to develop attractive, graphic-intensive and compelling documents to drive engagement.
• Development of routine and specialized management reports for Executive Council members.
• Prepare confidential materials for the senior leadership and the Board of Directors.
• Ongoing oversight, management, and delivery of programs.
• Travel management including reservations, invoice processing and expense reporting.

What you have

Ideal Experience and Profile:

• Experienced Executive Assistant - the nature of the experience is more important than the number of years.
• A concise, effective communicator able to synthesize and develop an executive summary.
• Experience interacting with senior leaders and their direct reports
• Technically savvy, proficient in Microsoft Office Applications and able to learn new technologies rapidly. 
• Proven project management skills and detail orientation consistently delivering accurate and high quality work and expect it of others. 
• A bias for action, highly organized, and proven ability to successfully execute on multiple projects simultaneously.
• Process orientation -- thinks systemically, "connects the dots" and anticipates challenges or needs.
• Great interpersonal and communications skills-- written and verbal, face to face, telephonic and electronic.
• Demonstrated ability to develop positive working relationships with others, comfort dealing with employees, senior executives, Board of Directors, vendors, external partners, regulators.
• Cross-functional and cross-company project management and relationship building skills.
• Proven ability to work in a results oriented, fast paced matrix environment.
• Flexible, adaptable and resilient. 
• Unimpeachable integrity, trusted by others and able to deal with highly sensitive information.
• Self-confident, emotionally mature, optimistic, discrete, enthusiastic with a low tolerance or need for drama.