Executive Assistant

Melville, NY

Summary 

The Executive Assistant is responsible for providing back-up secretarial and other administrative support to the Executive Director/COO and will be the primary support to the Chief Technology Officer, Director, Controller, and Director, Global Real Estate. The Executive Assistant will also support and work collaboratively with other leaders as needed.  This requires strong interpersonal, organizational, and time management skills, and outstanding attention to detail and accuracy.  The Executive Assistant will regularly interface with the most senior individuals at the firm and with individuals at all levels of the firm’s global offices, departments, and practice groups.  Consequently, the Executive Assistant must have strong communication skills (verbal and written) and must be personable, professional, discreet, and flexible.  

Key Responsibilities 

• Answer phone calls, take accurate messages, forward messages appropriately and keep track of calls to ensure timely and appropriate response
• Manage and maintain calendars in Outlook.  Schedule and coordinate internal/external meetings with other executives and partners, coordinate meeting agendas and set-up conference calls and meeting space
• Coordinate internal and external department meetings and other events for Finance department, GTS, GRE and other related groups as needed
• Track and document progress on department projects and initiatives. Work on special projects as needed
• Coordinate, organize and prioritize work to meet heavy volume and deadlines
• Coordinate domestic and international travel
• Track expenses and create expense reports
• Create, edit, format and proofread letters, memos, and other documents as necessary. Compose routine correspondence and emails, prepare and edit reports, and presentations using Word, Excel, PowerPoint
• Maintain confidential files.  Handle other miscellaneous administrative duties e.g. photocopying, scanning, printing and faxing
• Facilitate requests and other action items for senior management and their departments and direct reports as directed
• Develop and maintain collaborative relationships with internal staff and external contacts to provide a high level of service on behalf of those the position supports
• Other duties and responsibilities as assigned 

Department Specific Responsibilities

Financial Services

• Distribute mailings and documents related to annual financial statements to all partners

Global Technology Services

• Effectively prioritize all aspects of CTO’s portfolio to ensure departmental and firm objectives are met
• Plan, coordinate and moderate all global GTS “Tier One” meetings. i.e. Town Halls, XLT meetings, Diversity & Inclusion meetings
• Produce and distribute meeting notes and action items with “who is responsible” for the GTS Daily meeting, XLT meetings, ead meetings and Diversity & Inclusion (a) Town Halls, (b) Task Force and (c) Book Club meetings
• Act as Liaison for all budget approvals with the GTS Business Office to ensure timely budget approvals and problem resolution
• Coordinate GTS projects across the GTS Teams.  Ensure “Nothing falls through the cracks”
• Oversee ad hoc projects for the CTO.  i.e. Competitor Analysis, Software Asset Management, RACI implementation, etc.
• Manage and maintain Outlook calendar GTS senior leadership in addition to CTO as needed. Schedule and set-up internal/external meetings and calls with firm leadership, partners, and other internal and external stakeholders.
• Coordinate meeting agendas, materials and keep minutes for ad hoc meetings when requested 

Knowledge, Skills & Attributes

• Judgment & Discretion: Exhibits sound judgment and the ability to make reasonable decisions in a fast-paced work environment; swiftly refers problems/issues to the appropriate person(s) when necessary; and works effectively without constant supervision or guidance.  Display a high degree of discretion and ability to maintain confidentiality
• Initiative: Demonstrates the ability to foresee problems and prevent them by taking appropriate action; utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs and seeks clarification when needed
• Task management: Leverages strong day-to-day organizational skills and attention to detail to balance conflicting priorities, manage workflow, meet deadlines and deliver a flawless work product
• Adaptability: Demonstrates flexibility and maintains composure and a positive demeanor in the face of rapidly changing demands and shifting priorities
• Client Service: Interacts professionally with clients and associates at all times and responds promptly and accurately to requests
• Business Understanding: Demonstrates an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates
• Time management: Determines the appropriate allocation of time to tasks and assignments to meet expectations and deadlines
• Space management: Effectively manages the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.)
• Listening skills: Understands the importance of listening carefully and actively to ensure accurate understanding
• Oral skills: Speaks with confidence using clear, concise sentences
• Written skills: Produces well thought-out, professional correspondence free of grammatical and spelling errors
• Telephone/E-mail: Employs excellent, professional oral and written skills (as described above) to project a positive image of those the Executive Assistant supports and the firm
• Team Player: Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals
• Computer/Technical Skills: Displays proficiency using standard office equipment, e.g. computer, MSOffice Suite, photocopier, scanner, etc. and demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new skills

Education & Experience

• College degree preferred
• At least 5-7 years of prior working experience in a mid to large demanding legal or other professional services organization
• Solid experience supporting high level executive and/or senior management. 

Physical Activity/Other Miscellaneous

• Ability to work outside scheduled hours as needed
• Flexibility to travel to and from the office
• Able to lift and carry up to 15 pounds