Executive Assistant

Position Summary:

The principal responsibility of this position is to provide Executive Administrative support to the Co - Head and team of VP’s, Senior Associates, and Associates on the team.

Responsibilities and Duties:

Calendars: Maintain calendars, contacts and tasks (primarily done through Microsoft Office); schedule and coordinate internal and external meetings; ordering catering for any meetings requiring breakfast/lunch/refreshments

Travel: Coordinate complex domestic and international travel arrangements, which include flights (commercial or private), car service, dinner reservations, colleague and client meetings etc.

Office Support: Order supplies preferred by team; retrieve guests/deliveries from lobby;

Invoicing: submit any deal related invoices on behalf of the team ( this includes all the preliminary work of setting up new vendors and projects related with new deals)

Presentations: Help prepare presentation materials;

Expenses: Review, edit and complete expense reports; work with AP for timely payments and track reimbursements;

Printing: printing materials for weekly team meetings; regularly printing/binding large volume deal materials when required

General: Assist with special projects as needed; pro-actively anticipate work assignments whenever possible;

Leave reporting: maintain PTO leave for entire team and submitting quarterly report to HR.

Maintain confidentiality of all sensitive and confidential issues.

Other reasonably related duties as assigned (light PA work).

Required Qualifications:

· Minimum of 8-10 years’ experience supporting senior level management;

· Previous job references required;

· Experience with Concur

· Experience with PeopleSoft

· College degree preferred;

· Strong computer and Internet research skills;

· Excellent Microsoft Office Skills (primarily Outlook, Word and PowerPoint);

· Strong organizational skills and attention to detail;

· Ability to work independently with strong follow-through skills;

· Excellent communication skills –

· Flexibility to juggle an extensive degree of multiple and changing priorities;

· Resourcefulness (especially online) in executing projects;

· Collaborative/teamwork attitude and skills a must;

Maintain positive attitude in a very fast-paced and evolving work environment.