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.
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.
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.