Executive Assistant-Operations

POSITION SUMMARY:

The Executive Assistant-Operations will be experienced in handling a wide range of leadership support and can work independently with little or no supervision. This individual must be extremely well organized, flexible and strive under the challenges and pressure of supporting a growing organization. This candidate will need to balance multiple priorities, while remaining proactive, adaptable, and efficient. Strong written and verbal communication skills, strong decision-making ability and attention to detail are extremely important in this role. Must be able to handle confidential and sensitive information with discretion.

RESPONSIBILITIES:

Administrative and Project Coordination

• Maintain clear communication with all levels of management and employees, often dealing with confidential information
• Act as the liaison, providing first line of visibility and interaction with senior leaders of the firm
• Ability to ensure information is relayed and presented clear and concisely
• Complete routine/non-routine projects and assignments which may include drafting and reviewing presentations, correspondences, contracts, surveys, or other confidential documents
• Conduct research, compile data, and prepare documentation for consideration and presentation by or to leaders, committees, and board of directors
• Perform special projects and other functions to support the business as assigned or proactively performed

Calendar Management / Meeting Coordination

• Manage and maintain leaders’ calendars, manage conflicts, identify, and anticipate preparation needed for meetings
• Schedule and manage on-site, off-site, and virtual meetings across U.S. and international time zones
• Prepare agendas, solicit agenda topics, set meeting dates, manage attendance, and distribute notifications (pre/post updates)
• Take notes during meetings and distribute via email, SharePoint,

Travel Coordination / Expense Management

• Arrange travel logistics, including transportation and accommodations based on leaders' preferences and schedules
• Prepare detailed travel itineraries including all travel details, meeting schedules, and contact information
• Track travel expenses, compile receipts, and submit expense reports in a timely manner for reimbursement

Budget / Billing Management

• Work closely with the billing team on invoice preparation, payment processing, and generating billing reports
• Maintain and update client or vendor information in billing software
• Ensure all billing practices adhere to company policies and regulatory requirements

Additional responsibilities may include

• Provide backup support to other EAs when needed
• Assist in project management by coordinating with teams and following up on project statuses
• Independently identify and initiate process improvement opportunities with limited direction
• Support leaders as needed outside of regular business hours
• Occasional travel and flexibility in working hours to accommodate global meeting schedules.

SKILLS & QUALIFICATIONS REQUIRED:

• The ideal candidate must have minimum 7 years of professional experience as an executive or office administration assistant, fulfilling a wide range of executive support functions.
• The ideal candidate must have proven ability to manage project timelines, dependencies, and
• The ideal candidate must have expertise with Microsoft Office including Outlook, Teams, SharePoint, and Office
• The ideal candidate must have the knowledge in travel and expense related software such as Concur and
• Must have strong knowledge of applications to support the team: TEAMs, SharePoint, PowerPoint, Word, Excel. Must be able to translate ideas into Must figure out processes needed to get things done and then organizes activities around and towards those processes.
• Must have the ability to forecast, see ahead and anticipate issues, plans, adjusts, and acts Makes connections among seemingly unrelated notions.
• Must be able to advance work and priorities sometimes without the complete picture or Uses past answers to become more self-sufficient. Demonstrates awareness of changing demands and requirements, is sensitive to, watches and monitors reactions and changes /adjusts accordingly. Able to shift gears, self-manage time and tasks, and transition across duties and priorities easily throughout the day.
• Must be able to perform independently, autonomously and with little Able to translate experience and knowledge from one situation to the next. Understan