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Executive Assistant – Professional Services Firm
About the Firm
This global organization operates in multiple business centers worldwide, combining a wide range of expertise across industries with strong growth opportunities. The firm’s culture balances the personal attention and collaboration of a small team with the global reach and resources of an international organization. Team members work closely together across borders in a collegial and supportive environment.
Position Overview
The Executive Assistant provides professional and efficient administrative support to senior professionals and their teams. Core responsibilities include calendar coordination, travel planning, expense management, document editing, and communication management. The role typically supports a small group of partners and other professionals.
Key Responsibilities
Client & Stakeholder Support
- Manage complex calendars, meetings, and client communications.
- Coordinate visits, travel, and materials to ensure preparedness for meetings.
- Produce and edit professional documents and correspondence with accuracy and attention to detail.
- Maintain awareness of priorities, deadlines, and client relationships.
Communication & Coordination
- Maintain proactive, clear, and professional communication with team members.
- Ensure awareness of ongoing priorities and deadlines.
- Escalate workload or resource issues to management when necessary.
Team Support
- Collaborate effectively within the administrative team.
- Provide coverage for colleagues as needed.
- Ensure prompt, professional responses to calls and inquiries.
- Work flexibly to meet deadlines, occasionally outside core hours.
Financial Administration
- Support billing and timekeeping processes.
- Manage expenses and reimbursement submissions.
- Assist in tracking engagement documentation and compliance procedures.
Business Development Assistance
- Maintain up-to-date client and contact information.
- Assist with marketing materials, presentations, and client proposals.
- Support event coordination and client outreach efforts.
Key Requirements
Education & Experience
- Associate’s or Bachelor’s degree preferred.
- 3-5 years of administrative experience in a professional or legal services environment.
- Proficiency in Microsoft Office (Word, Outlook, PowerPoint, Excel) and strong technical skills.
Competencies
- Excellent written and verbal communication.
- Strong organizational skills and attention to detail.
- Professional discretion and confidentiality.
- Independent, proactive, and adaptable under pressure.
- Team-oriented, flexible, and willing to assist others.
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