Executive Assistant

MORRIS ADJMI ARCHITECTS D.P.C•New York, NY

57d•$100,000 - $115,000

About The Position

The Executive Assistant is responsible for understanding and anticipating the needs of the firm and executive leadership, serving as the primary support to the Founder/Principal while also providing administrative support to Executive Directors as needed. This role acts as the gatekeeper and keeps all priorities, engagements, and tasks on track in a fast-paced environment. Professionalism, the ability to handle pressure calmly with all levels of personnel and external parties, and effective prioritization of various matters is critical to success in the role. Given the confidential nature of the information accessible in the position, discretion is vital. Key Expectations Uphold the MA Core Values in all aspects of work Proactively communicate both internally and externally, updating necessary parties on changes in scheduling and availability, upcoming visitors, in-house meetings, meeting formats, etc. Be self-motivated and resourceful, always staying one step ahead and taking initiative Self-evaluate one’s skills, efficiency, and areas for improvement Model positive leadership and organizational skills and demonstrate a strong work ethic

Requirements

Bachelor’s degree from an accredited institution
8+ years of experience in the AEC industry
Proficient with MS Office

Responsibilities

Maintain extremely busy professional and personal schedule/calendar(s) for Executive Leadership team that often change rapidly, inclusive of booking and rescheduling meetings and understanding dependencies between meetings
Manage the Principal’s inbox, archiving as required, ensuring timely responses and proper conclusions to open matters; maintain list of open items/outstanding conversations needing response or resolution
Prepare for all meetings with required material; research company profiles and develop attendee reference sheet for new client interviews and presentations
Book all travel arrangements, accommodations, transportation, meeting space/conference rooms and restaurant reservations, etc.; ensure personal preferences and reward programs are reflected in all reservations
Coordinate all aspects of internal executive meetings, including building security list, and catering and clean-up if required; communicate all visitors with Office Coordinator/Receptionist in advance to ensure a welcoming presence at the front desk
Submit weekly timesheets via Deltek Vantagepoint, accurately recording billable time based on calendar
Submit monthly expense reports for American Express charges in a timely manner with all supporting backups
Track and coordinate personal and business FedEx packages at the office and home; organize and tidy desk as it pertains to mail and deliveries
Take notes and recap meetings as needed, including follow-up scheduling required, to-do items, thank you notes, etc.
Provide light personal administrative support, including coordinating appointments, scheduling, and occasional errands as requested
Monitor incoming DOB email notices and distribute accordingly