Executive Assistant to 2 Directors - Global Consulting Firm
New York, NY 10010
Established 160 person Global Consulting Firm
Hours 8:30-5:30pm | flexible for paid over time | excellent benefits package – 3 weeks’ vacation
Duties include: Providing administrative support to two Directors (one in the NY office and one remotely).
Manage client projects and assist with energy auctions, formatting/proofreading proposals, presentations, RFP’s , legal economic reports, editing figures and graphics in expert reports; working with graphics professionals to coordinate publications, creating Word, Excel and PowerPoint files; updating CVs for executive team; working with contracting teams to respond to client requests for forms, business licenses; preparing, reconciling and tracking expense and tracking reimbursements; managing Outlook calendars; coordinating meetings (internal and external venues) including room booking, vendor/AV set up, material preparation, security registration, and meal catering across multiple time zones; planning and booking domestic and international travel; coordinating visas and passports; preparing detailed itineraries; manage global database; maintaining office supplies and coordinating services to off-site project offices, preparing client engagement letters, using CRM software to maintain and update executive contacts and interactions, completing forms/contracts using Adobe Acrobat, preparing monthly invoices, including cover letters/support documents, and following up with billing team and clients, organizing/binding case documents and preparing materials for internal and client meetings, conducting basic research as needed
Requirements: Five years’ experience providing administrative support, preferably in a legal or professional services environment; Bachelor’s degree preferred — specifically in business or a liberal arts major such as English; self-starter with a high-energy team mentality who enjoys a challenging and professional work environment; knowledge of or background in finance, economics and/or legal services a plus; travel approximately 20% of the time (1 day per week) to project offices in Newark, NJ and Philadelphia, PA; strong Microsoft Office skills including Word, Excel, PowerPoint and Outlook; excellent oral and written communications skills, proofreading/editing skills and attention to detail; project management experience; outstanding client interaction and interpersonal skills; good judgement and ability to solve problems independently and discreetly; ability to maintain composure in stressful situations occurring as a result of heavy workloads or tight deadlines; ability to anticipate needs of team members by prioritizing responsibilities and proactively managing schedule changes