Executive Assistant Manager 1

JOB SUMMARY

The executive assistant manager will provide highly skilled and efficient support to several RSM Internal Leaders. This position is responsible for oversight and execution of all day-to-day activities, including strategic calendar management, execution of travel arrangements/expense reimbursement and preparation of communications, reports and other materials as needed for internal and external meetings or special projects.

This position is also responsible for ensuring seamless operations for international visitors to RSM's USI offices. This includes working with RSM's global mobility team and other stakeholders to ensure all pre-arrival requirements are met in addition to overseeing the logistics of travel and meeting itineraries.

In addition, this position is responsible for the oversight, training, development, and mentorship of other leadership support team members. This position is an idea generator in the creation and development of administrative processes and/or function as an internal subject matter professional on a process or program. Additionally, this position will demonstrate experience in a matrix organization, responsibility for an assigned area and function as a trusted advisor to leadership.

The executive assistant manager requires a high level of professionalism, confidentiality, and a sense of urgency. The ability to anticipate needs and work independently is required.

ESSENTIAL DUTIES

• Serve as the point person to maintain all calendar appointments and ensure meetings are scheduled in advance and prioritized accordingly.
• Coordinate all travel arrangements (flights, cars, hotels, and meals, etc.) and submit expense reports in a timely manner.
• Be responsible for meeting management administration, including handling all meeting invitations and logistics, tracking attendees, creating agendas/developing content, taking notes and following up with action items and contribute to the conversation accordingly.
• Maintain daily, weekly, and monthly to-do list with follow-ups accordingly.
• Anticipate needs and independently apply a systematic approach toward achieving desired outcomes.
• Routinely handle confidential correspondence
• Serve as the point person for all RSM USI international visitor logistics. Working closely with global mobility to manage pre-travel requirements. Working closely with RSM leaders on trip details including travel arrangements and trip itineraries.
• Proactively identify, delegate, and manage 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 analyze and compile data from a variety of resources and prepare appropriate monthly and annual reports.
• Maintain project documentation to identify, evaluate, plan, monitor and follow up on active projects.
• Review work products of the executive assistant, ensuring quality and consistent deliverables.
• Review invoices and/or charges on firm-issued purchasing card for accuracy and reconciles in a timely manner, as needed.
• Serve as the go-to resource to deliver a consistent and positive experience.
• Serve as escalation point of contact for business needs and communications within the executive assistant scope for internal clients.
• Act as a liaison between ESS and other firm client service departments and/or others outside the firm as appropriate.
• Build strong relationships with leadership within their leader's line of business, firm client service and ESS to ensure constant alignment between the needs of the business, the needs of ESS and our clients, both internal and external.
• Provide expert knowledge of firm systems, tools and industry when appropriate
• Supervise, train and mentor other team members and provide input on the development of training as appropriate.
• Lead collaboration efforts with other executive assistants, including sharing knowledge and establishing best practices.
• Serve as a performance advisor to other executive assistants. This includes communication of performance expectations, including annual performance descriptor, ongoing performance feedback, employee development plans and growth opportunities.
• Help to cultivate and foster an inclusive environment to ensure employee engagement and retention.
• Perform other duties as assigned.

• Bachelor's degree in business related area or 4+ years of experience in related field

• 5+ years of relevant experience in a related field or area
• 3+ years of management and/or other experience in similar capacity

• Advanced Microsoft Office skills
• Demonstrates an advanced working knowledge of tools, resources and technology required with assigned responsibilities
• Ability to communicate effectively with a diverse audience
• Demonstrated ability to apply technical/procedural requirements of the position based on knowledge and experience within specialization
• Effective organization, prioritization and time management skills and strong attention to detail
• Excellent people skills
• Experience with project management tool(s)
• Strong grammar and proofreading knowledge and experience
• Ability to prepare charts, graphics and tables, etc.
• Ability to problem solve in a fast-paced deadline driven environment
• Adept at managing multiple tasks and projects
• Ability to manage workflow and expectations with team members, as well as provide guidance/training, as needed
• Demonstrated ability to impact and influence a diverse population
• Demonstrates professional judgement and emotional intelligence, with the ability to coach others to do the same
• SPECIAL REQUIREMENTS SPECIFC TO JOB
• 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
• Ability to interact with multiple levels of leadership
• Demonstrated experience managing multiple projects of moderate risk
• Demonstrated experience managing in a matrix organization

• 5+ years of relevant experience in a related field or area
• 3+ years of management and/or other experience in similar capacity
• Ability to interact with multiple levels of leadership
• Demonstrated experience managing multiple projects of moderate risk
• Demonstrated experience managing in a matrix organization

• Demonstrated ability to manage, direct and analyze the results of programs, projects or assignments
• Ability to respond positively to changing circumstances, serve as a model of the change, while having quality-conscious client service, decision-making, conflict resolution and critical thinking skills
• Demonstrated ability to manage discussion with office leaders, engagement leaders and line of business leadership
• Ability to lead by understanding team dynamics
• Ability to manage at a macro level and identify when a refined approach is necessary
• Ability to assess and leverage skill sets among team members
• Ability to communicate effectively across multiple stakeholders and internal teams
• Ability to oversee and lead a team; market or industry-based team
• Demonstrated ability to attract, lead, motivate and retain team members, including providing guidance and feedback
• Works collaboratively with peer group to provide support across the enterprise particularly during peak times
• Works collaboratively with subfunction leadership to provide input and support during the business planning process
• Helps build a diverse and inclusive culture in the workplace by cultivating a safe environment to ask questions, share innovative ideas and make suggestions; provides coaching on an informal basis
• Promotes individual and team achievements; drives greater employee engagement to help employees understand how their work aligns to strategy
• Effective written and verbal communication and interpersonal skills

• Data analysis skills