Executive Assistant

HKS•Miami, FL

12d

About The Position

Overview: Supports our Global Place Sector Director and other key leaders using a wide range of professional skills such as scheduling meetings and appointments, coordinating office needs and providing general administrative support to our employees. Highly organized and motivated to take initiative in supporting company operations and teams. Responsibilities: Provides administrative support to teams for confidential and time sensitive material Prepares meeting agendas for assigned staff, assists with meeting set-up/ clean-up which includes ordering lunch and takes minutes as required Schedules and organizes activities such as meetings, schedules, travel, conferences and interviews Answers phones, distributes mail and processes expense reimbursement for assigned staff Performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations May scan, distribute, and archive appropriate resources for knowledge sharing May assist Marketing team with the development and production of marketing materials May provide back-up coverage for reception on a regular basis as needed May train staff in administrative duties as needed Demonstrates professionalism by consistently maintaining positive and collaborative attitude with all staff, visitor and clients Performs work in a manner that demonstrates an awareness of and an appreciation for the firm’s cultural values, including a commitment to quality, innovation, learning and growth May assist in production of marketing presentations

Requirements

High school education; college level preferred
Typically with 8+ years of related experience
Proficient in MS Office Suite, including Outlook, Word, Excel, PowerPoint and Teams
Strong interpersonal skills and the ability to interact with all levels of staff
Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
Ability to communicate in a clear, concise and professional manner both verbally and in writing
Ability to proactively problem solve and collaborate on innovative solutions
Ability to work in team environment
Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
Ability to work on multiple projects at the same time
Ability to effectively meet deadlines at expected quality

Nice To Haves

Knowledge of Adobe software including InDesign and Illustrator to create and edit graphic materials and presentations preferred

Responsibilities

Provides administrative support to teams for confidential and time sensitive material
Prepares meeting agendas for assigned staff, assists with meeting set-up/ clean-up which includes ordering lunch and takes minutes as required
Schedules and organizes activities such as meetings, schedules, travel, conferences and interviews
Answers phones, distributes mail and processes expense reimbursement for assigned staff
Performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
May scan, distribute, and archive appropriate resources for knowledge sharing
May assist Marketing team with the development and production of marketing materials
May provide back-up coverage for reception on a regular basis as needed
May train staff in administrative duties as needed
Demonstrates professionalism by consistently maintaining positive and collaborative attitude with all staff, visitor and clients
Performs work in a manner that demonstrates an awareness of and an appreciation for the firm’s cultural values, including a commitment to quality, innovation, learning and growth
May assist in production of marketing presentations