Executive Assistant Senior

JOB SUMMARY

The executive assistant senior will provide skilled and efficient support to select RSM leaders and may assist other RSM professionals as requested.

The executive assistant senior, under minimal supervision, will be responsible for all day-to-day activities, including strategic calendar and schedule management, execution of travel arrangements/expense reimbursement and coordination of logistics for internal and external meetings. May be responsible for proofreading communications, compiling reports and other special projects, as needed.

This position requires a high level of professionalism, confidentiality, and a sense of urgency.

ESSENTIAL DUTIES

• Serve as the point person to maintain all calendar appointments and ensure that meetings are scheduled in advance and prioritized accordingly.
• Coordinate all travel arrangements (flights, cars, hotels and meals, etc.).
• Submit expense reports in a timely manner.
• Be responsible for meeting management administration, including handling all meeting invitations and logistics, tracking attendees, taking notes and following up with action items.
• Maintain daily, weekly, and monthly to-do lists, with follow-ups accordingly.
• Routinely handle confidential correspondence.
• Take ownership of projects and/or events as assigned including conducting research, organizing details and following through with execution.
• Prepare and proofread information, including correspondence, PowerPoint slides, handouts and spreadsheets, ensuring a professional and consistent appearance.
• Independently compile data from a variety of resources and prepare appropriate reports and/or documentation.
• Review invoices and/or charges on firm-issued purchasing card for accuracy and reconcile in a timely manner, as needed.
• Serve as the go-to resource to deliver a consistent and positive experience.
• Act as a liaison between ESS and other firm client service departments and/or others outside of the firm as appropriate.
• Share knowledge of firm systems, tools and industry knowledge when appropriate
• Collaborate with other executive assistants, including identifying and establishing best practices.
• Provide training to others when appropriate.
• Perform other duties as assigned

• Associate degree or 2+ years of experience in related field

• Intermediate to advanced Microsoft Office skills, ability to learn programs/software utilized by the firm and train others as needed
• Demonstrates a working knowledge of tools, resources and technology required with assigned responsibilities
• Ability to communicate, effectively with a diverse audience
• Effective organization, prioritization and time management skills, and strong attention to detail
• Excellent people skills
• Strong grammar and proofreading skills and experience
• Ability to prepare presentations, including charts, graphics and tables, speaker notes and handouts, etc.
• Ability to balance multiple tasks and projects

• Must be punctual and able to adapt to changing schedules
• Ability to convey instructions clearly and concisely and be responsive when required
• Maintains professionalism in demeanor, conversation and attire

• 3+ years of relevant experience in a related field or area

• Ability to facilitate discussions with leaders
• Ability to manage at a macro level and identify when a refined approach is necessary
• Has the ability to respond positively to changing circumstances, seeks and implements change to drive business improvement and serves as a model of the change
• Works collaboratively with the executive assistant supervisor/manger to provide support across the enterprise particularly during peak times

Experience with project management tool(s) (preferred)