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Executive Assistant

  • Location: Winnetka, IL
  • Job Type: Direct Placement
  • Ref No: 18-06474
  • Date: October 10, 2018
  • Job title:

Emily Murray

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Job Description - Executive Assistant

SCOPE AND RESPONSIBILITIES:

The Executive Assistant will be responsible for working with one partner handling a high level of responsibilities including but not limited to client communication, calendar coordination and preparation of client deliverables. The individual will be an energetic self-starter and a quick learner who is organized, detailed oriented and capable of seeing projects from inception to completion.

Specific Responsibilities:

  • Plan and schedule meetings and appointments in order to maintain the partner’s calendar.
  • Work closely with client organizations / research staff to schedule candidates for interviews, including assistance with hotel reservations, air travel, directions, etc.
  • Arrange trip schedules for partner; making travel and associated arrangements.
  • Prepare expense reports and ensure accuracy of client-related expenses.
  • Create client presentations, business development packets, and proposals, including binding paper materials for presentations.
  • Plan team bonding events such as happy hours, birthday lunches, and holiday parties.
  • Format and create representative lists.
  • Conduct candidate background checks.
  • Keep track of outstanding client invoices.
  • Format resumes and position specifications as needed.
  • Updating Status Reports.
  • Work closely with the partner’s team, including research staff and other Consultants.
  • Coordinate client meetings with the consultant. Responsibilities include but are not limited to greeting candidates and clients in a professional manner as well as ordering lunch, breakfast, or coffee for meetings as requested.
  • FileFinder data entry. Including but not limited to business development notes, opening new positions, and attaching resumes.
  • FileFinder research for specific industries or positions indicated by the consultant.
  • Other administrative duties, which include inputting and assisting with confirmation letters, target lists, candidate presentations, reference reports, closeout letters, and candidate / client correspondence.
  • Work to a high degree of integrity and professionalism.



EXPERIENCE REQUIRED:

  • 2 to 5 years in an office environment preferably supporting high level executives.
  • Able to work well with others internally and externally. Represent the company at a high level.
  • Computer skills will include Microsoft Word, Excel, PowerPoint, and Outlook.
  • Type at least 45 words per minute and have excellent writing and proof reading skills.
  • Have a sense of urgency on all projects and be able to meet deadlines in a timely manner. Also have a high personal standard for their work.
  • Candidate must have great communication skills, both oral and written. Must be comfortable speaking with high-level executives.
  • Must be able to multi-task working on many different projects due at the same time.
  • This person must be flexible and mature.
  • Additional attributes include detail-oriented, excellent people skills, takes initiative, energetic, positive attitude, creative, and proactive.
  • Bachelor’s Degree preferred



Third Party Applications Not Accepted




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