Executive Assistant to Co-President

Position Information Hiring Manager Administration Manager

Department Administration

Department Overview The Administration Department is responsible for providing administrative and logistical support to the entire organization. The role of the department is to keep the office organized and ensure that everything operates smoothly. In addition, the Administration Department implements policies and procedures. The department’s primary responsibilities include scheduling, expenses, travel and assisting with other duties allowing their supports more time to carry out their responsibilities.

Position Responsibilities The Executive Assistant will initially support one of the Firm’s Co-Presidents and enable them to maintain uninterrupted focus on business activities and outside ventures. The position requires an intelligent, capable individual with highly relevant experience. The position requires a high degree of responsiveness and availability including occasional support outside standard business hours based on business needs.

Responsibilities Include

• Providing comprehensive administrative support to the Co-President including highly complex calendar management, working heavily with other Executive Assistants to coordinate internal and external meetings
• Proactively managing competing priorities, shifting demands and time-sensitive matters with sound judgment and confidentiality
• Coordinating and routing inbound communications to the Co-President, ensuring alignment with priorities and directing inquiries efficiently
• Coordinating domestic / international travel arrangements including working with outside high-end travel agency, arranging private plane charters as needed and preparing comprehensive written travel forms in standard format
• Maintaining a detailed, organized schedule using the CRM
• Creating and maintaining contacts and recording call notes into the CRM for relevant meetings
• Tracking, organizing and submitting monthly expenses
• Facilitating / preparing agendas and materials for Senior Leader-led internal meetings and various committees and forums
• Managing / coordinating daily office needs including catering, meals and related arrangements for internal and external meetings
• Participating in semi-annual department process reviews and collaborating with managers and Senior Leaders to identify improvement areas and implement best practices
• Proactively resolving operational gaps to support leadership effectiveness
• Developing, maintaining and continuously improving process guides and operating procedures for the Co-President
• Handling confidential and sensitive information with discretion and sound judgment
• Providing administrative backup support to the Executive Assistant Team including support to the Executive-level offices as needed
• Completing ad-hoc projects as assigned

Candidate Requirements Qualifications & Experience:

• Bachelor’s degree required
• Minimum of 7 years’ experience as an Executive Assistant supporting senior executives
• Proficiency in Microsoft Office products (Word, Excel and PowerPoint) and Apple products is required; previous experience using a CRM program preferred
• Excellent verbal and written communication skills; comfortable communicating with senior executives and external business contacts
• Ability to maintain confidentiality to the highest degree and discretion in all circumstances
• Ability to multi-task utilizing effective time management skills, organization and prioritization
• Meticulous attention to detail and accuracy
• Ability to perform in a fast-paced environment with the highest standards with a strong sense of urgency
• Excellent business writing skills; drafts clear, well-structured and thoughtfully crafted communications
• Strong project management skills; capable of owning projects from start to finish, demonstrating exemplary follow through while meeting deadlines
• Maintains confidence under pressure and when faced with challenging obstacles
• Must be able to adapt quickly to shifting priorities
• Maintains a positive, constructive and friendly attitude
• This role is primarily on-site, with an expectation of consistent in-office presence aligned to business needs. Flexibility is required based on leadership needs, events and Firm initiatives.
• Demonstrated ability to effectively leverage AI tools in day-to-day work, with strong critical thinking to assess accuracy, limitatio…