Provide high-level, proactive administrative support to a complex team of Managing Directors. This role requires a high degree of multitasking, discretion, and the ability to navigate a fast-paced, dynamic corporate environment. Job Summary & Responsibilities: Proactively coordinate and maintain complex and extremely dynamic calendars, including coordination of senior-level internal & client meetings, conference logistics, external speaking engagements, etc., strategically prioritizing meeting requests and all related logistics. Anticipate potential calendar conflicts and engagements, while proactively resolving all scheduling challenges. Manage a high volume of phone calls, interacting with high-level business leaders professionally and effectively. Handle highly confidential and sensitive client information with utmost discretion. Responds and follows up on client requests promptly. Coordinates domestic and international travel arrangements, including visa procurement when applicable. Meticulously processes and tracks expense reports promptly, reconciling credit card statements or related expenses in compliance with firm policy Prepares and distributes business correspondence, signatures, memos, letters, reports, or other documents as requested. Participates in ad-hoc and general administrative duties (copying, filing, faxing, archiving, shipping, supplies, etc.), ad-hoc projects, committees and/or event planning. Works with conference and catering services for meetings and client engagements as needed. Provide backup support to peer assistants and participate in ad-hoc projects or event planning committees.
Skills & Qualifications:
Experience supporting multiple senior client-facing executive(s) in a complex, fast-paced environment, preferably in financial services, private sector, or government.
Demonstrated ability to manage multiple priorities, anticipate needs, and proactively adapt to rapidly challenging demands.
Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.
Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
Extreme attention to detail and organizational skills, with ability to prioritize tasks.
Quick learner and self-starter with excellent anticipation skills.
Proactive problem solver and independent thinker; ability to follow up as often as necessary.
Highest degree of integrity, professionalism, and diplomacy is required.
Strong proficiency in MS Word, Excel, PowerPoint, and Outlook is required.
Familiarity with expense platforms such as SAP Concur.
Supportive team player with a positive attitude.
The ideal candidate has at least 3-5 years of experience.
