Executive Assistant

POSITION SUMMARY

The EA/Office Administrator provides administrative support to the CEO in a timely, proactive and professional manner. The role is instrumental to scheduling clients and candidates with the CEO, the firm’s Search Consultants (i.e., Partners) and scheduling external candidates with clients for both Business Development and Search execution. The role works closely with outsourced internal support staff and service providers (such as accountants and IT professionals) to ensure the smooth running of business operations.

The role is expected to work with the firm’s search consultants nationwide to ensure that high quality documentation is provided to clients in line with the firm’s executive search process and timelines.

DUTIES

·         Prepare correspondence accurately and completely, particularly client/candidate reports and proposal documents

·         Oversee AP/AR with the accountant, ensuring that billing and payments are executed in a timely manner that is consistent with the firm’s financial procedures

o   Track client payment schedules and highlight issues

o   Communicate with clients on billing/payment arrangements in line with agreed upon terms and ensure payment

·         Maintain consistent quality and timeliness of work completed

·         Communicate clearly and accurately with clients and candidates

·         Attend client meetings; take and distribute notes

·         Communicate clearly with the MES team, including daily communications and check-ins

·         Prepare staff meeting agendas and schedule meetings

·         Order office supplies and manage supply inventory

·         Coordinate onboarding of new employees and interns

·         Enter payroll information 2x per month

·         Be proficient in computer operation for back up troubleshooting

·         Prepare and distribute Business Expense Reports for internal employees and external candidates

·         Make arrangements for client meetings and candidate travel

o   Act as liaison with clients as necessary

·         Work with the travel agency to book flights, ground transportation, and accommodations in a way that ensures the client travel policies are followed

·         Handle confidential documents and correspondence regarding the operations and management of company

·         Coordinate office maintenance and repairs with off-site Property Manager 

·         Take on special projects, as necessary

QUALIFICATIONS AND EXPERIENCE

·         Outstanding administrative skills and a polished executive presence to deal with high-level senior executives

·         Experience operating as an Executive Assistant at a fast-moving company

·         Experience and understanding of standard office procedures 

·         Experience with coordinating domestic business travel arrangements

·         Multi-tasking and attention to detail are essential qualifications

·         Key attributes are motivation—a positive personality and follow-through are essential

·         Demonstrated skill in typing, Microsoft Office Suite/Office 365, including Outlook and other Windows based programs and databases; perform internet research as needed

·         Knowledge of QuickBooks and recruitment databases are a plus

·         Experience supporting a commercial recruitment/search firm is a plus

·         Experience supporting an in-house Talent Acquisition team is a plus

·         Office management experience is a plus