Part Time Executive Assistant

POSITION SUMMARY:

The Part Time Executive Assistant (EA) is a member of a specialized team of professionals who will provide administrative support to Partners, Principals, and Managing Directors (PPMDs) across the firm.  The person in this role will also provide administrative support to the PPMDs and engagement team who serve a large client, working onsite at the client location with these Grant Thornton team members approximately four days a week. 

Ideal individual will have excellent communication and organizational skills, be collaborative in their working style, develop strong and trusting relationships with colleagues, and possess the ability to create and maintain a team culture with a commitment to unparalleled support services. The Executive Assistant will be well-versed in procedures and policies and will be able to discover new ways to do the job more efficiently. The EA must be customer focused and well versed in customer service skills and etiquette.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provide accurate and timely administrative support services to Partners, Principals and Managing Directors by executing tasks efficiently and with minimal to no supervision.

Key areas of focus will include, but are not limited to:

Grant Thornton specific:

• Scheduling meetings to accommodate calendars of all participants
• Completing expense reports and expense reconciliation with solid knowledge of firm policies
• Entering data into oneView (CRM tool) and generating related reporting
• Collaborate with the firm’s corporate travel management company to coordinate international and domestic travel arrangements, in accordance with firm policies
• Providing engagement support through Engage (i.e.: Relationship Checks, DocuSign, other)
• Formatting and quality checking professional documents including letters, memos, proposals, presentations, and spreadsheets (both internal and client facing), while having a firm understanding of Grant Thornton’s marketing branding and guidance
• Facilitating IT requests for firm technology and firm issued mobile devices.  Having strong knowledge of firm’s GTech structure and processes along with the ability to escalate issues accordingly
• Reserving office and/or conference room space through the GTRS Reservation tool
• Other duties as assigned

Client Site specific:

• Registering guest access and security badges
• Reserving client meeting rooms
• Onboarding staff to the client space and to the team
• Organizing and hosting events (annual multi-team meetings, client relationship socials
• Managing team information
• Tracking and maintaining engagement files, creating documentation for annual engagements and global documentation tracking for multiple entities
• Supplying incoming travelers with client access information, travel information about Wichita
• Maintaining international and domestic Grant Thornton contacts
• Time monitoring for teams/accounts
• Tracking account relationships
• Helping create a team culture with activities (health challenges, gratitude submissions, hosting games) and coordinating with the local community for events the team sponsors

 Expectations:

• Provide excellent customer service and a professional and positive attitude while supporting engagement team requests.
• Develop and strengthen solid understanding on firm tools such as:
  • MS Teams, SharePoint, Canvas (intranet), oneView (CRM), Concur (travel management), Chrome River and/or Deltek (expense reporting systems), GTRS (reservation), PowerBI, and Insight (reporting).
• Understand the firm's service lines, industries and client engagement structure in order to work effectively with stakeholders and clients.
• Communicate effectively and professionally with all levels and customers
• Serve as a team player and display an interest in becoming a subject matter expert in subjects of interest.
• Produce high-quality work quickly and efficiently
• Participate in relevant firm sponsored training and seek out training as appropriate.
• This is a part time position working Monday through Friday from 8:30 AM - 1 PM local time.
• This role requires onsite work Monday through Friday

QUALIFICATIONS:

• High school degree or equivalent required, Bachelor’s Degree preferred.
• Excellent, proactive customer service skills
• Advanced skill level with Microsoft applications including Outlook, Word, Excel, Visio, PowerPoint and Office 365
• Ability to prioritize multiple assignments, effectively manage conflicting priorities and have excellent time management skills
• Ability to take initiative, be self-directed and results oriented
• Superb attention to detail and organizational skills.  Dedication to completing assignments in a timely manner
• Ability to work in a fast paced, quickly changing environment with a proactive sense of urgency
• Ability to work with sensitive information and maintain privacy and confidentiality of all documents
• Ability to communicate clearly, verbally and in writing
• Ability to obtain and maintain firm independence and abide by firm ethics requirements