Executive Assistant I

FTI Consulting•New York, NY

20d•Hybrid

About The Position

This position is responsible for providing superior administrative support for Senior Managing Directors/Managing Directors and other leaders as assigned, as well as providing general New York City office administrative support for the Strategic Communications segment of FTI. The position will handle all administrative functions and will require the ability to successfully balance assignments and a variety of tasks from multiple individuals. This role will be responsible for routine and non-routine tasks and will require independent judgment to plan, prioritize and organize workload. The Executive Assistant may interact with clients and other FTI executive leaders and will be required to maintain absolute discretion and confidentiality as would be expected of a professional in this role.

Requirements

Bachelor’s Degree preferred; minimum of 2+ years of college required
Minimum 2+ years of administrative support experience, experience in professional services environment preferred
Ability to travel to FTI offices as needed
Applicants must be currently authorized to work in the United States on a full-time basis; this position will not sponsor applicants for work visas
Excellent verbal, written, organizational and interpersonal skills with sharp attention to detail
Superior ability to multi-task, prioritize, and organize workload
Effectively manage time and capacity in a fast-paced, deadline-driven environment with competing tasks
Ability to take initiative and effectively solve problems with minimal guidance, quickly identifying needs and determining the best course of action when details or direction are lacking
Solution-oriented with ability to identify, research, and implement alternative resolutions and efficiencies to achieve goals
Work effectively as part of a team when required; demonstrate flexibility with independent tasks
Maintain courteous, professional manners with internal and external stakeholders
Flexible, with a servant-leader attitude and outlook
Proficient in Microsoft Office applications (Excel, Word, Outlook, PowerPoint)

Responsibilities

Heavy calendar management, often with competing schedules and appointments. This support requires a proactive attitude and an eye for attention to detail with the ability to independently prioritize.
Maintenance and management of contact lists in Outlook for multiple leaders; updating as needed
Coordinate and manage meetings, logistics, schedules, conference calls
Coordinate travel arrangements
Create and maintain paper and electronic files
Support in-office staff as requested/needed in adherence with on-site schedules and direction from EA Regional Lead.
Liaise with reception and facilities/office manager and regional Administrative Assistant
Select and coordinate catering for meetings and special events in adherence with budgetary parameters and Strategic Communications best practices
Collaborate with general manager for office functions and provide support as needed
Coordinate and manage internal and external events and meetings, as requested
Troubleshoot real-time issues and direct team members to appropriate channels for resolution
Respond to various verbal or email requests in a timely and professional manner
Manage and enter time in Carpe Diem Web (time entry system) for senior leaders
Collaborate with Strategic Communications administrative and core operations teams to provide the highest level of support
Provide general team support to assigned practice(s) including, but not limited to: Taking notes and circulating action items from team meetings, Drafting contracts, Data entry, Proofreading and materials creation, External and internal meeting preparation and collateral production
Set up new clients/manage contacts (Salesforce)
Assist with client invoice processing, vendor setups
Manage expense reports (Emburse software)
Create draft contracts utilizing approved templates, ensuring accuracy of information and pricing
Process contract and business matter approvals and data entry into CRM (Salesforce)
Liaise with Finance on business matters and reporting requests as needed
Create, review, and edit documents, reports, spreadsheets using Microsoft Excel, Word and PowerPoint
Search Intranet/Internet to gain and provide information as relevant to business matters or special requests