Executive Assistant II | Forensic and Litigation Consulting

FTI Consulting•Pittsburgh, PA

45d•$70,500 - $114,000•Onsite

About The Position

This role provides executive assistance to five (5 total) SMDs and MDs out of our Pittsburgh office, as well as certain similar administrative support to the wider team, as requested. You will be trained to assist us with interfacing with certain FTI systems and help with opening new projects as they come in.

Requirements

5+ years of administrative support experience required
2+ years of experience in a professional services environment
Maintain multiple Microsoft Outlook calendars, identifying conflicts and resolving promptly
Capture time and expense in applicable FTI systems and apply to proper charge codes
Maintain reconciliation of business expenses as required by executives
Coordinate all meeting and travel arrangements, both domestic and international
Schedule virtual and in-person calls and meetings, both domestic and international, including contacting/notifying participants
Maintain contact lists and update as needed; input new business contacts into SalesForce CRM
Assist with new client opportunities including initial input into SalesForce and running conflict checks as well as drafting letters of engagement and assisting in producing pitch materials
Assist with client billing, client invoice creation, review and revision and collection matters as needed
Create documents, reports, spreadsheets and presentations using Microsoft Word, Excel and PowerPoint in accordance with company templates
Assist in research projects by efficiently conducting searches of the Intranet/Internet
Assist in prioritization of tasks, correspondence and phone messages for executives
Process check requests and outside vendor and contractor invoices
Complete requests for overnight deliveries, faxes and couriers
Create, organize and maintain paper and electronic files

Nice To Haves

Proficiency in Microsoft Office applications
Proficiency in using time management and expense reporting tools as well as SalesForce
Proactive and initiates projects; enthusiastically accepts new assignments and challenges
Ability to manage multiple, simultaneous projects and meet deadlines
Capacity to multi-task, prioritize assignments and effectively manage time
Ability to work in fast-paced, deadline driven environment
Excellent oral and written communication skills

Responsibilities

Submitting and managing conflict requests in Salesforce system.
Preparing letters of engagement based on standard forms and requests from team members.
Assisting with reporting and obtaining information out of certain FTI systems to share with our wider team at set times per month and also upon request.
Helping with office management tasks – like preparing for team events/meetings or assisting with supplies.
Assisting with travel coordination and expense submissions.
Assisting individuals with timekeeping requests or organizing meetings.
Maintaining multiple Microsoft Outlook calendars, identifying conflicts and resolving promptly.
Capturing time and expense in applicable FTI systems and applying to proper charge codes.
Maintaining reconciliation of business expenses as required by executives.
Coordinating all meeting and travel arrangements, both domestic and international.
Scheduling virtual and in-person calls and meetings, both domestic and international, including contacting/notifying participants.
Maintaining contact lists and updating as needed; inputting new business contacts into SalesForce CRM.
Assisting with new client opportunities including initial input into SalesForce and running conflict checks as well as drafting letters of engagement and assisting in producing pitch materials.
Assisting with client billing, client invoice creation, review and revision and collection matters as needed.
Creating documents, reports, spreadsheets and presentations using Microsoft Word, Excel and PowerPoint in accordance with company templates.
Assisting in research projects by efficiently conducting searches of the Intranet/Internet.
Assisting in prioritization of tasks, correspondence and phone messages for executives.
Processing check requests and outside vendor and contractor invoices.
Completing requests for overnight deliveries, faxes and couriers.
Creating, organizing and maintaining paper and electronic files.