C-Level Executive Assistant at Top Architecture & Design Firm

• Job Description

A very creative architecture, design, and master planning firm is looking for an exceptional, experienced administrative/clerical/office support professional to join its organization as a C-level Executive Assistant. In this role, your primary responsibility will be to Support its CEO in the New York Office. Additionally, you will 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 the organization and externally to clients and consultants.

Working in the firm’s mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm (flexibility for OT).

REQUIREMENTS AND SKILLS

• Bachelor’s Degree or Higher required.
• Five Plus (5+) years of Executive and/or Administrative Assistant Experience required.
• Maintains a polished and professional demeanor when interacting with staff and clients.
• Maintain confidentiality and security of sensitive employee and company information.
• Reliable attendance.
• Ability to plan, organize, prioritize, multi-task and use time effectively.
• 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 problems and adhere to company mission, using initiative, industry experience, and good business judgment.
• Ability to read and interpret written information including business documents, contracts, forms, email correspondence and follow instructions.
• Ability to prepare reports, correspondence and memos.
• Works independently under general supervision.
• Provide prompt and courteous customer service.
• Working knowledge of PC-based Desktop Computers and Server-based Networks.
•  Proficiency in Microsoft Office (Word, Excel, Outlook and PowerPoint) required.
• Familiarity and/or working knowledge of Adobe is preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Client Interface: Provide high-end, professional ‘front line’ interface for contacts and clients in person, via email, and over the phone.
• Calendar: Maintain and manage appointments by tracking availability while the CEO is present in the office and traveling. Coordinate 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 & 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 with agency. 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.
• 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 will be due, review coursework options 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.
• Medical Insurance: Assist with claim processing, tracking benefit account expenditures, maintaining active coverage records.
• Timesheets: Collect information and input weekly timesheets in Vision.
• Weekly PAB (Principals Advisory Board) Calls: Participate in PAB calls as needed, take meeting minutes when backup is required.
• Contact databases: Maintain and manage executives’ 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 needed and may be assigned, including but not limited to personal errands.