Executive Assistant Responsibilities: Supports COO/CFO with organization, prioritization and day to day tasks Coordinates and schedules complex meetings involving participants in multiple locations and compiling meeting agendas, minutes, reports and other information Responsible for coordination and logistical support which includes all travel and travel related matters including hotel accommodations, transportation, catering, activities, etc. Handles strategic management of busy and changing COO/CFOs calendar, schedule and prioritizes internal and external appointments Coordinates all speaking engagements, community engagements and all related matters Manages, maintains and is the gate keeper of all manual and electronic confidential communication, records, files and information, which include contracts, subpoenas, surveys, partner agreements and Partner personnel files, tax returns, etc. Provide administrative oversight for contracts and surveys, including QC and document review prior to approval COO/CFO approval Manages high volume calls and requests while exercising sound judgment with little or no direction Reviews and responds to a high volume of internal and external emails in a timely manner Keeps COO/CFO abreast of any items for which feedback is needed and ensures those items are processed effectively and functional counterparts receive the necessary information to move forward in their initiatives in a timely manner Project Management experience Develops, produces and edits correspondence and executive level presentations on behalf of the COO/CFO both in Microsoft Word and Power Point Professionally represents COO/CFO in all circumstances and appropriately represents the Firms culture when interacting both internally and externally Acts as an information resource on Firm policies and procedures to Partners, Managers and all levels of staff and disseminates COO/CFOs directives as required Ensure that all meetings are setup properly in the selected conference rooms prior to the meeting start time ensuring all AV and connections are working correctly Coordinates, maintains and provides assistance pertaining to all business insurance matters, renewals and maintenance of spreadsheets Exercises discretion and independent judgment as needed Anticipates future needs and deadlines Assists Administrative Operations Manager and Administrative Management Team with day to day tasks assigned and due to the COO/CFO and preparation for all meetings Knowledge, Skills and Requirements: Professional, tactful and effective communication skills are required Multi-tasks, prioritizes and executes tasks with a sense of urgency and readily adapt to change; must be cool under pressure Must self-manage projects and work independently,under tight deadlines with little or no direction, using good judgment with quick resolutions Must have the skills required to pivot, adapt and maintain effectiveness in varying environments flexibility is a must Must have confidence and be willing to share opportunities for improvement and needs with management High level of integrity is required to handle highly confidential and critical information Candidate must value and have the skill to build and maintain relationships on behalf of the Office of the COO/CFO Mature professional demeanor in a fast-paced environment, easily handling and overcoming scheduling demands/conflicts and multiple simultaneous requests Ability to work collaboratively with a team in a positive manner at all times A desire and demonstrated ability to learn new technologies and leverage opportunities Minimum of five (5) years of working at the C-Level with a proven track record of successfully supporting an Executive in a fast-paced mid to large corporate environment College degree preferred
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