Executive Assistant, Human Resources

New York, NY

Summary

The Executive Assistant is primarily responsible for providing secretarial and other administrative support to the Chief People Officer but will also work collaboratively with the larger Human Resources team.  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 communications skills (verbal and written) and must be personable, professional, discreet, and flexible.

Key Responsibilities

• Answers phone calls, take accurate messages, forward messages appropriately and keeps track of calls to ensure timely and appropriate response.
• Schedule and coordinate internal/external meetings with other high-level executives and partners, coordinate meeting agendas and set up conference calls and meeting space
• Coordinate internal team meetings and other events.
• Track and document progress on department projects and initiatives. Work on special projects.
• Coordinate, organize and prioritize work to meet heavy volume and deadlines
• Coordinate international travel.
• Track expenses and create expense reports.
• Develop and maintain relationships with internal staff and external contacts, providing a high level of service on behalf of the Chief Communications Officer, Marketing Department and organization.
• Create, edit, format and proofread letters, memos, and other documents as necessary.  May compose routine correspondence and emails, prepare, and edit reports, and presentations using Word, Excel, PowerPoint.
• Take notes at internal meetings and coordinate internal employee engagement initiatives (team building, recognitions awards, etc.).
• Maintain confidential files.  Handle other miscellaneous administrative duties e.g., photocopying, scanning, faxing or printing.
• Assist with research using various resources, and handle special projects as needed
• Facilitate requests and other action items for senior management as directed
• Other duties and responsibilities as assigned

Knowledge, Skills & Attributes

• Judgment & Discretion: Exhibits sound judgment and the ability to make reasonable decisions in a fast-paced work environment and in the absence of direction; swiftly refers problems/issues to the appropriate person(s) when necessary; and works effectively without constant or direct supervision or guidance.  Display high degree of discretion and ability to maintain confidentiality.
• Initiative: Demonstrates the ability to foresee problems and prevent them by taking 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 promptly responds to requests with accuracy and a courteous demeanor.
• 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.
• 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 that the most important aspect of communication is the act of listening and actively works to improve those skills.
• Oral skills: Speaks with confidence using clear, concise sentences and is easily understood
• Written skills: Produces well thought-out, professional correspondence free of grammatical and spelling errors
• Telephone/E-mail: Uses high quality, professional oral and written skills (as described above) to project a positive image of the business.
• 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, fax, 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.
• Able to lift and carry up to 15 pounds.