Executive Assistant

Executive Assistant to the Chief Executive Officer at Hart Howerton

The Executive Assistant’s primary role is to support the CEO in the New York office as well as to facilitate administrative functions throughout the firm. The Executive Assistant’s role contributes to the overall efficiency of the firm by providing administrative support and executive level communication both within Hart Howerton and externally to clients and consultants.

Responsibilities

• Client Interface: Provide high-end, professional ‘front line’ interface for CEO’s contacts and clients in person, via email, and over the phone.
• Calendar Management: Maintain and manage appointments by tracking availability while CEO is present in the office and traveling. Coordinate and schedule availability to attend various firm, team and project meetings, performance reviews, interviews, etc.
• Meetings: Assist in coordinating and preparing for firm, project and client meetings which may require document scanning, photocopying, editing and revising documents and/or presentations often with tight deadlines. Coordinate meeting preparation by scheduling, arranging and delivering meals and beverages, preparing dial-in information for participants, and delivering relevant materials to the meeting.
• Travel and Expense Reports: Coordinate travel arrangements, including but not limited to air and land transportation, lodging, appointment of onsite contact person at destination, book dining reservations and create travel files to accurately account for all trip related itineraries and receipts. Coordinate with travel agency for best time and cost options, present to executives and finalize booking. Process monthly expense reports and credit card reconciliations in a timely manner.
• Proposals: Receive information via print, email, or verbal and prepare, format and send proposals for projects managed by the CEO and other teams within the firm.
• Continuing Education & Professional Licensing: Track, maintain and process multi-state continuing education records and keep professional licensing current. Use tracking system to manage when requirements are due, review coursework options with CEO and register for courses. Prepare and provide documents needed before course as needed.
• Marketing Interface with internal marketing team and external marketing consultants, assist with mailings to various marketing groups.
• Billing Letters and Project Management Plans: Prepare and send numerous billing letters for projects. Prompt monthly PMP requests and coordinate meetings with PMs to accomplish PMPs in a timely manner on a monthly basis.
• Timesheets: Collect information and input the CEO’s weekly timesheets, in a timely manner.
• Weekly PAB (Principals Advisory Board) Calls: Participate in PAB calls as needed, take meeting minutes when required.
• Special Event Coordination: Work with Social Committee and Staff on various office events. Be knowledgeable and professional in New York dining, booking and hospitality.
• Contact databases: Maintain and manage CEO’s contact databases; support CEO by sending out individual emails as well as large group emails to external clubs and foundations.
• Deliveries: Prepare overnight deliveries, drop off at shipping vendor, or other designated locations when necessary.
• General: Provide general administrative support by coordinating workflow, information, project schedules, production, accounting, consultants, clients, and other entities involved in both corporate and project work.
• Support: Serve as a reliable administrative resource to both the firm and the broader team. Support others in the firm when the CEO is traveling.
• Other duties as may be assigned, including but not limited to personal errands.

Qualifications

• Bachelor’s degree or equivalent experience
• 6+ years of executive or administrative experience

Requirements and Skills:

• Maintains confidentiality and security of sensitive employee and firm information.
• Reliable attendance in office 5 days per week.
• Well-organized, detail-oriented, ability to plan, organize, multi-task and use time effectively. Strong follow-up skills.
• Experience in managing multiple priorities, administrative coordination, and logistics.
• Exceptional communication skills, both verbal and written.
• Effectively able to work well with others at all levels of the company, both onsite and remote.
• Ability to quickly analyze and resolve …