Executive Assistant

Lockton•Birmingham, AL

13d

About The Position

The Executive Assistant (EA) provides administrative support to multiple key executives as well as event planning and operations support, as needed, for the office. This role keeps the executive on their “A” game so that they are ready and organized for the day/week/month ahead. This includes planning travel, managing contacts and schedules, supporting events that help drive business or support the series, and managing expenses. In this role the EA will act independently to execute activities and initiatives on behalf of the executives with minimal guidance.

Requirements

College degree or minimum of 3+ years of experience as an Executive Assistant
Experience planning both small and larger scale events, including contract negotiation and vendor manager
Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software.

Responsibilities

Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
Coordinate domestic and international travel
Prepare internal and external corporate documents for team members and industry partners.
Manage contacts and schedule internal and external appointments and conference calls.
Prepare and submit expense report-related activities, such as receipt collection and follow up, and corporate credit card billing reconciliation.
Coordinate events such as charity events, client/prospect outings and fund-raising events including contract negotiation and budget management
Maintain an organized filing system of hard copy and electronic documents.
Assist with prospect and client management in salesforce.
Assist with commission reconciliation for book of business.
Uphold a strict level of confidentiality and careful handling of critically sensitive documents.
Develop and sustain a level of professionalism among staff and clientele.
Provides backup assistance and support to the Office Operations team including periodic coverage for receptionist/front desk.
Other duties as assigned