Executive Assistant

The Executive Assistant plays a pivotal role in supporting one of the firm’s largest and most strategic business units. This position requires exceptional organizational skills, strong communication abilities, and the ability to operate with discretion and professionalism in a fast-paced, global environment. The Executive Assistant will serve as a trusted partner to the executive, ensuring seamless execution of priorities, managing complex schedules, coordinating high-level meetings, and supporting strategic initiatives that drive growth and operational excellence across the segment.

Essential Duties and Responsibilities:

Strategic and Operational Support

• Provide comprehensive administrative support including calendar management, travel coordination, expense reporting, and meeting preparation.
• Act as a gatekeeper and liaison for internal and external stakeholders, ensuring timely and effective communication.
• Prepare executive-level presentations, reports, and briefing materials for board meetings, leadership forums, and client engagements.
• Manage confidential information with the highest level of discretion.
• Ability to make decisions commensurate with the role in order to move forward event and meeting planning, consistent with the judgment of the senior team.
• Accurately capture key discussions and action items during meetings and promptly share the notes with all relevant participants to ensure clear communications.Track progress of follow-up items and provide summary of progress.
• Manage expense accounts by tracking, reviewing, and processing business-related expenses, ensure compliance with company policies and maintain accurate records for reimbursement and budgeting purposes.
• Share knowledge and expertise when complex problems or challenges arise and collaborate with other executive assistants and business leaders across functions to address large, complex, and often ambiguous organizational challenges.
• Provide operational and logistical support during non-traditional business hours.
• Manage competing deadlines and changing priorities.

Communications

• Excellent written and verbal communication skills.
• Develop and execute effective communication strategies, ensuring a seamless flow of information within the organization and with external partners.

Business Acumen

• Navigate within a global organization to impact the transformation and standardization of initiatives within a complex, matrix managed, growing organization.
• Understand the organizational culture to deliver results and support within our decentralized sales and service culture while balancing our different view of customers and risk.
• Take a ‘big picture’ view of situations, evaluate it quickly, make logical, sound decisions confidently in order to have a positive impact towards achieving business objectives.

Logistics and Project Management

• Schedule meetings, support events, coordinate travel, and manage calendars with agility and high-quality in a complex work environment.
• Demonstrate exceptional organizational skills to ensure efficient implementation of company-wide initiatives.
• Initiate and lead the governance and delivery of a program or group of significant projects within a function, using an appropriate project management methodology to give assurance that intended outcomes are identified and achieved.
• Develop and implement stakeholder engagement plans for projects to identify relevant stakeholders, to develop positive stakeholder relationships, and to ensure each stakeholder has an appropriate share of voice.
• Serve as the ultimate utility player for leadership and be a true force multiplier.
• Plan, organize, prioritize, and oversee activities to efficiently meet business objectives.
• Anticipate and adopts innovations in business-building digital and technology applications. For example, successfully leverages the latest technologies to increase performance. Quickly embraces and masters new technological advances adopted by the organization.

Operations Oversight

• Monitor and enhance operational processes, identifying areas for improvement and efficiency.
• Work closely with department heads to drive operational excellence across the organization.
• Operate with a sense of urgency and a bias toward action to consistently deliver high quality support and deliverables.

Prioritization Confidentiality and Trust

• Serve as a custodian of confidential information, maintaining the highest level of discretion. Build coalitions and foster trust with staff, partners, and stakeholders at all levels.
• Able to deal with ambiguity and pivot, as needed, to drive results and change.
• Demonstrate the ability to work cooperatively with others and develop trusting relationships with senior leaders, external partners, and teammates at all levels.
• Proven experience executing high-priority, cross-functional projects, with or without direct authority.
• Highly organized, with ability to prioritize and execute against multiple priorities on tight deadlines.
• Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems.

Education, Experience and Knowledge:

Required:

• Proven experience in a similar role within a large and dynamic organization.
• Exceptional communication skills with the ability to influence and inspire others.
• Strong project management and logistical expertise.
• Demonstrated ability to operate in a fast-paced, high-pressure environment while maintaining an elevated level of professionalism and confidentiality.

Preferred:

• At least 5-7 years of professional experience in support responsibilities for senior management roles, in a corporate or equivalent setting or other fast-paced, rapidly changing environments.
• Ability to draw best practices from a variety of professional contexts (private, non-profit, government).
• Ability to understand and interpret the multiple complexities of an evolving business undergoing expanded growth.