Executive Assistant/Administrator

THE OPPORTUNITY

In a fast-paced small business, the role of an Executive Assistant/Administrator is pivotal. We're seeking an individual who thrives in a dynamic environment where adaptability and efficiency are essential. You'll be the right-hand person to our leadership team, handling diverse tasks with precision, from calendar management to project coordination. Our culture values proactive problem-solving, resourcefulness, and a can-do attitude. It's a collaborative atmosphere where you'll wear multiple hats, working closely with a tight-knit team to drive the business forward. If you're a highly organized, detail-oriented professional who can juggle priorities with ease and contribute to our culture of innovation and teamwork, we'd love to have you on board.

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
Track client payment schedules and highlight issues
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
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 Major Executive Search
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

Candidate should be prepared to acquire working knowledge of the firm's business and operations, as the process that is performed for each search is nearly identical. In addition, Candidate should be willing to adjust their schedule, stay late, or otherwise accommodate CEO and Search Consultant's workload when necessary.

Candidate will work on behalf of Major Executive Search and be flexible enough to help wherever needed within the office – especially working closely with other staff members to help the firm.

EDUCATION
A Bachelor’s Degree is preferred.