Executive Assistant to Co-President

Position Information Hiring Manager: Administration Manager Department: Administration Department Overview The Administration Department is responsible for providing administrative and logistical support to the entire organization. The role of the department is to keep the office organized and ensure that everything operates smoothly. In addition, the Administration Department implements policies and procedures. The department’s primary responsibilities include scheduling, expenses, travel and assisting with other duties allowing their supports more time to carry out their responsibilities. Position Responsibilities The Executive Assistant will initially support one of the Firm’s Co-Presidents and enable them to maintain uninterrupted focus on business activities and outside ventures. The position requires an intelligent, capable individual with highly relevant experience. The position requires a high degree of responsiveness and availability including occasional support outside standard business hours based on business needs. Responsibilities include: Providing comprehensive administrative support to the Co-President including highly complex calendar management, working heavily with other Executive Assistants to coordinate internal and external meetings Proactively managing competing priorities, shifting demands and time-sensitive matters with sound judgment and confidentiality Coordinating and routing inbound communications to the Co-President, ensuring alignment with priorities and directing inquiries efficiently Coordinating domestic / international travel arrangements including working with outside high-end travel agency, arranging private plane charters as needed and preparing comprehensive written travel forms in standard format Maintaining a detailed, organized schedule using the CRM Creating and maintaining contacts and recording call notes into the CRM for relevant meetings Tracking, organizing and submitting monthly expenses Facilitating / preparing agendas and materials for Senior Leader-led internal meetings and various committees and forums Managing / coordinating daily office needs including catering, meals and related arrangements for internal and external meetings Participating in semi-annual department process reviews and collaborating with managers and Senior Leaders to identify improvement areas and implement best practices Proactively resolving operational gaps to support leadership effectiveness Developing, maintaining and continuously improving process guides and operating procedures for the Co-President Handling confidential and sensitive information with discretion and sound judgment Providing administrative backup support to the Executive Assistant Team including support to the Executive-level offices as needed Completing ad-hoc projects as assigned Candidate Requirements Qualifications & Experience: Bachelor’s degree required Minimum of 7 years’ experience as an Executive…