Our candidate will have proven experience proactively supporting senior leaders with growing organizations, experience efficiently tracking and organizing deliverables on their behalf. Our new team member must diplomatically represent the senior leader at all levels of the corporate hierarchy which includes interacting with various executive level clients and internal stakeholders across all lines of businesses and represent the firm professionally at all times.
Job Responsibilities
Gatekeeper of all contact with the public, clients and staff coming through the executive's office
General office support to include phone coverage, administrative tasks initially and will become a dedicated Executive Assistant to the leadership team by Q4 2023
Manage extensive and complex calendar for Senior Executive in a fast paced and dynamic environment
Work closely with Business Manager on maintaining key documents including organizational charts and background materials. Able to take succinct minutes and replay key takeaway and themes from senior meetings when needed.
Coordinate and organize senior meetings, draft communications and presentations including agenda setting, material preparation and distribution.
Arrange and maintain extensive travel plans and itineraries for both international and domestic travel
Organize internal meetings for managers including conference rooms scheduling/order food/refreshments as needed
Manage the submission of expense reports for the senior managers in a timely and efficient manner
Coordinate and assist in gathering information for special projects using sound judgement in determining priorities, ability to multi-task
Handle sensitive information in a confidential manner
Occasionally may be required to provide support to Reception when temporary help is not available
Must be able to process purchase orders (P.O.’s) and processing of invoices as directed
Experience working with AP and procurement, an understanding of project payments when coding purchase orders
Other duties as assigned.
Requirements
Polished communication skills, both verbal and written
High level of integrity, ethics and professionalism; discrete in dealing with information of a sensitive and confidential nature
Excellent knowledge of the Microsoft Office suite with advanced knowledge of both Excel and PowerPoint, including experience in creating PowerPoint presentations and charts; working knowledge of Concur a plus
Ability to work in a dynamic, complex, fast paced environment, to adapt quickly and to manage changing priorities; capable of working in a high-pressure environment.
Highly organized with attention to detail
Professional, energetic attitude with excellent communication and interpersonal skills.
Helpful to have a depth of renewable energy knowledge or a financial services background, basic project management skills, strong interpersonal, communication and influence skills.
Qualifications
College degree or equivalent job experience with a minimum five (5) years as an executive or administrative assistant including experience providing administrative support at the Executive level
Strong personal leadership, ability to work independently and effectively in a demanding, changing environment
Exceptional travel planning skills and knowledge
Detailed and strong organizational skills
Exceptional interpersonal, presentation and communication skills
Salary: $100,000 - $120,000
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Renewables & Environment
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