Executive Administrative Assistant

Job description:

Executive Concierge

We are seeking a skilled, proactive, and highly organized Executive Concierge to provide dedicated support to our Office Managing Partner (OMP). This role is critical to the smooth functioning of our office and requires exceptional attention to detail, multitasking abilities, and strong communication skills. The ideal candidate is comfortable managing high-level administrative tasks in a fast-paced, client-focused environment.

• Work Hours: Monday to Friday, 8:00 AM – 5:00 PM
• Pay Rate: $27.00 - $28.00 per hour

Key Responsibilities

Executive & Administrative Support

• Provide high-level, on-site administrative assistance to the OMP.
• Manage the OMP’s calendar using Microsoft Outlook, ensuring seamless scheduling of meetings and appointments.
• Monitor and respond to emails on behalf of the OMP; prioritize and escalate as needed.
• Support reporting needs and assist with CPE and CPA-related administrative tasks.
• Prepare and process expense reports in line with firm policies.
• Coordinate domestic and international travel arrangements, including maintaining travel profiles.
• Process Passport and Visa requests accurately and efficiently.
• Manage restaurant reservations, client/staff gifts, and office newsletter distribution.
• Format, edit, and brand documents to firm standards; coordinate electronic signatures.
• Provide support for Microsoft Office Suite and troubleshooting assistance as needed.

Meeting & Event Coordination

• Schedule and support meetings via WebEx, Microsoft Teams, or video conferencing platforms.
• Arrange conference rooms and coordinate catering through approved vendors.
• Assist with internal and external meeting logistics, including set-up and A/V readiness.
• Conduct client research and prepare briefing materials for OMP-led meetings.
• Distribute marketing materials and manage OMP subscriptions.

Office Operations & Facilities Support

• Maintain shared spaces and ensure office organization aligns with cleanliness and safety standards.
• Perform regular floor walks to check supplies, restock printers, and report/track maintenance issues.
• Coordinate with third-party vendors for on-site tasks and ensure timely completion.
• Provide hands-on support for office activities, including room set-ups and box moves.
• Troubleshoot basic A/V and tech issues in meeting rooms.

Community & Collaboration

• Meet and escort visitors for the OMP when necessary.
• Maintain regular touchpoints with partners and MDs to ensure alignment on priorities.
• Participate in monthly Executive Concierge community calls and stay informed on best practices and updates.
• Collaborate closely with team members while working independently with minimal oversight.

Qualifications

• Proven experience in executive or administrative support roles.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with WebEx, Microsoft Teams, and social media platforms (e.g., LinkedIn) preferred.
• Exceptional organizational, time management, and multitasking skills.
• Strong interpersonal and written/verbal communication abilities.
• Proactive, detail-oriented, and adaptable to shifting priorities.
• Comfortable working in a dynamic, fast-paced environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, or any other characteristic protected by law.