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Executive Administrative Assistant
2 months ago
We are seeking a dedicated Executive Administrative Assistant to provide exceptional support within our organization. This position operates under a flexible working arrangement, allowing for a combination of in-office and remote work.
About the Team
The Executive Services division is structured into three collaborative hubs: a Document Production hub focused on transcription services, an Executive Support hub handling various administrative responsibilities, and a Personal Assistant hub, which you will be a part of, dedicated to delivering organizational and client care support. Together, these hubs ensure a cohesive and efficient service to our professionals across the firm.
Key Responsibilities
As an Executive Administrative Assistant, your role will encompass a variety of high-level support tasks, including:
- Assisting in the preparation of reports, financial documentation, and presentation materials;
- Serving as the primary contact for both internal and external clients, enhancing client and professional relationships;
- Composing correspondence on behalf of professionals;
- Managing incoming calls and providing assistance as necessary;
- Handling incoming communications for professionals, initiating responses, forwarding matters for action, and ensuring follow-up on outstanding tasks;
- Actively participating in the billing process, maintaining budgetary records and financial spreadsheets;
- Organizing and managing calendars, including scheduling a variety of meetings;
- Coordinating meetings, which may involve arranging travel, accommodations, meals, and refreshments;
- Supporting meetings by distributing agendas and materials in advance;
- Maintaining accurate and current business contact databases;
- Familiarity with private client work is a plus.
Qualifications
To excel in this position, candidates should possess the following:
- Proven experience in a Personal Assistant role within the legal sector.
- Proficiency in the MS Office suite and familiarity with various in-house office systems.
- Strong communication skills, capable of effectively engaging through emails, phone calls, and written correspondence.
- Experience in managing and prioritizing tasks in accordance with departmental service level agreements.
