EXECUTIVE ASSISTANT
Company: Kinsley Power Systems
Location: Boston
Posted on: October 19, 2024
Job Description:
Executive Assistant
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THE OPPORTUNITY
The Executive Assistant provides comprehensive, proactive, and
confidential organizational and administrative support to the Head
of Global Private Client Practice, their Chief Operating Officer,
and Operations Director. In addition to performing a wide variety
of administrative tasks, the Executive Assistant will manage
multiple work streams with a high degree of efficiency, accuracy,
and discretion. Responsibilities include drafting correspondence,
supporting business development activities, managing CRM entries,
running reports, and interfacing with staff, leadership, and
clients on behalf of the Executive.
Principal Duties
- Demonstrate intuitive and proactive behavior in preparing the
Executive and others for daily responsibilities, being aware of
important information and dates.
- Manage work streams and liaise internally with staff and
externally with clients.
- Make complex and detailed travel arrangements using a travel
agency and Concur (online travel booking tool), including
scheduling flights, arranging other transportation, and booking
appropriate accommodations as required.
- Extensive calendar management: schedule client, internal, and
external meetings across multiple locations and time zones,
involving heavy coordination with internal staff and other
leadership executive assistants.
- Organize and schedule practice-wide meetings and events
(in-person, virtual, and hybrid).
- Exercise well-developed interpersonal skills and good judgment
to move conversations or efforts to satisfactory
conclusions.
- Demonstrate willingness to be an early adopter of firm changes,
often leading by example and assisting where applicable.
- Identify process gaps within the team and develop strategies to
address them.
- Perform special projects and assume responsibilities as
assigned by the Administrative Manager or Practice Management
Team.
- Provide administrative support to CA Leadership team and
Practice Management teams:
- Schedule conference rooms and arrange client meetings, often
involving catering.
- Schedule manager meetings, coordinating with meeting
planners.
- Ensure that technology is appropriate and functional for
meetings, conference calls, and videoconferences.
- Prepare timesheets, expense reports, and Amex
statements.
- Maintain client contacts and marketing lists in MS
Dynamics.
- Conduct research via CA Home and the Internet.
- Ensure the firm's standards for formatting are applied to all
correspondence, presentations, and materials.
- Create and maintain files.
- Type, revise, edit, and proofread various documents and prepare
materials for client books.
- Prepare mailing labels.
- Place online food/catering orders and manage catering/meal
setup.
- Leverage MS Dynamics to create custom reports, maintain and
edit staffing assignments and analytics, add comments, input notes,
pull meeting prep, and proactively update contacts when new
information is sourced.
Qualifications
- 5 or more years of Executive Assistant experience, preferably
in professional services.
- BA/BS degree preferred.
- Advanced knowledge of MS Word, Excel (levels 1 and 2),
PowerPoint, and Outlook is required. Experience with Adobe Acrobat,
MS Teams, and Box is preferred. Experience with Asana is a
plus.
- Ability to take ownership and complete projects with minimal
direction.
- Ability to manage multiple work streams with rapidly changing
priorities.
- Proactive approach to problem-solving with strong
decision-making capability.
- Proven time management and organizational skills.
- Must be punctual and dependable.
- In-depth knowledge of administrative procedures and
tools.
- Strong research, analytical, and problem-solving
skills.
- Ability to use resources efficiently and effectively.
- Supports the values and goals of the firm by proactively
finding areas to add value to the team, practice, department, and
firm.
- Able to nimbly work to form relationships cross-office,
resulting in more effective management of cross-office staffed
teams and relationships with all levels.
- Strong verbal and listening skills.
- Excellent writing and proofreading skills are mandatory, with
an emphasis on accuracy, spelling, punctuation, and
grammar.
- Must be able to maintain a high degree of confidentiality.
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Keywords: Kinsley Power Systems, Plymouth , EXECUTIVE ASSISTANT, Other , Boston, Massachusetts
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