Administrative Assistant

New York, NY

A premier international law firm known for its market leading practices, deep industry expertise and unwavering commitment to client service.  With offices across major financial centers worldwide, the firm advises on leading corporations, financial institutions and individuals on their most complex legal and business matters.

We are seeking an Executive Assistant to provide dedicated, high-level administrative and operational support to the Chief Marketing Officer (CMO) and the Business Development team. This newly created role serves as an administrative partner to the CMO and is responsible for handling a broad range of responsibilities – from operational and administrative tasks to project coordination and ad hoc problem solving.  The role requires someone who is proactive, resourceful, demonstrates exceptional judgment, discretion, accuracy, and the ability to anticipate needs in a fast-paced, white glove service, high-volume environment. The position will regularly interact with senior leadership, including the Chair of the firm.  This non-exempt role is based in New York and reports to the Administrative Support Associate Director with a functional line to the CMO.

Responsibilities

• Manage the operational and administrative needs of the office of the CMO and support internal processes and projects that ensure smooth day-to-day operations within the team;
• Provide thoughtful administrative and logistical support that allows the CMO to focus on strategic priorities;
• Manage the CMO’s complex calendar, scheduling meetings across internal leadership, partners and external stakeholders;
• Prepare, review, and process detailed expense reports, including management and reconciliation of the CMO’s firm credit card;
• Coordinate travel arrangements, itineraries and logistics;
• Draft, format, proofread, and finalize documents, presentations, and correspondence in a timely manner;
• Track deadlines and proactively follow up on deliverables;
• Handle confidential and highly sensitive information with integrity and sound judgment;
• Anticipate the needs of the CMO and proactively address challenges before they arise;
• Assist with the coordination and execution of special projects led by the CMO which can often involve other stakeholders in the firm;
• Assist with a range of miscellaneous tasks and request, which may include coordinating errands and addressing time sensitive needs;
• Provide administrative, logistical and organizational support to others including the Marketing/Business Development leadership team as needed;
• Assume additional responsibilities and time-sensitive assignments as business needs evolve; and
• Support special projects as assigned.

Qualifications:

• Bachelor’s degree preferred.
• 4+ years of experience supporting senior executives, preferably at the C-suite level, ideally in a professional services environment.
• Experience maintaining complex calendars including orchestrating all on-site/hybrid meetings and coordinating with all relevant stakeholders.
• Solid working knowledge of Microsoft Office (i.e., Word, Excel, Power Point) and Adobe Professional.
• Demonstrated experience managing high-volume and detailed expense processing.
• Operates with the highest level of confidentiality, discretion and integrity, particularly when handling sensitive firm, client and partner information.
• Exceptional written and verbal communication skills.
• Strong organizational and time management skills with strong attention to detail.
• Demonstrated proficiency in managing multiple priorities in an environment that may not always be structured.
• Maintains a white-glove level of professionalism and responsiveness in all interactions.
• Demonstrates strong judgment, initiative, resourcefulness and independence in prioritizing work and managing competing demands.
• Proactive, energetic and hardworking team player.
• Available when needed outside of regular business hours to support time-sensitive business matters.

Compensation

• $90,000.00-$110,000.00 plus overtime and bonus.

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