Executive Assistant

RKL eSolutions•Reading, PA

79d•$20 - $30•Onsite

About The Position

The Executive Assistant is a key contributor to the firm's success and a resource to Partners of the firm who may need additional administrative and client support. In providing executive support they are tasked to work independently on various client projects and ensure action items are followed up on. Success Factors Responsibilities Assist in facilitating client contact for Partners as needed (e.g. conference call scheduling, action item follow up, providing updates to client regarding engagement status etc) Coordinate and schedule all supporting Partner meetings (internal and external) Communicate changes in estimated payments and billing to all parties involved (internal and external) Represent Partner by welcoming visitors, reviewing correspondence, responding to questions and meeting requests and other firm functions Reconcile, code and organize credit card expenses Draft and/or edit materials including presentations, schedules, reports, letters, scripts, and various correspondence and content Provide general administrative office support as needed, including answering and routing incoming calls, processing daily outgoing mail, assisting with marketing mailings, filing, welcoming visitors and providing strong customer service/hospitality Respond to telephone inquiries, take and relay messages, interface consistently with clients and staff in various offices, while exercising significant discretion, confidentiality and judgement Prepare memos, correspondence, reports, meeting minutes, presentations and other materials Coordinate executive outreach and external relations efforts, while overseeing special projects Work independently on projects assigned by Partners, from conception to completion, coordinating with other departments as needed Manage phone calls and email, including prompt responses to executive team's queries Coordinate travel arrangements for Partners by developing schedules and agendas, booking travel, arranging ground transportation, securing lodging and meeting space Coordinate firm client events and sponsoring opportunities Provide reception support when needed, including mailings, phone coverage, meeting room organization/set up Other duties as assigned People Management/Relationships Takes initiative to be a team player (seeks out opportunities to help others) Treats everyone with respect Develops loyalty and trust with team Successfully adapts to different personalities and working styles Proactively and effectively communicates information regarding status issues to team members Holds self-accountable for assigned work; seeks continuous feedback to learn and develop in role; open to new ideas and suggestions

Requirements

Excellent organization skills and strong attention to detail
Multitasker with the ability to prioritize work accordingly
Excellent relationship management and customer service skills
Excellent verbal and written communication skills with strong client service focus and presentation
Excellent attention to detail with the ability to manage multiple projects and adapt to different personalities
Ability to work autonomously under the pressure of tight deadlines and multiple priorities
Associate's degree or commensurate experience
5+ years' experience in an administrative function supporting executive levels
Experience with event management, coordination of regular group meetings and daily calendar management
Ability to format information as requested in Word, Excel, PowerPoint and leverage internal systems
Tech-savvy with ability to resolve problems/find solutions by contacting subject matter experts
Proficient in Microsoft Office suite (Excel, Outlook, Word)
Must be able to remain in a stationary position as needed
The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery etc.
Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer
Ability to communicate in a professional manner and exchange information with internal and external clients as needed
Ability to lift/carry up to 20 pounds
Ability to work outside of normal business hours and weekends as needed
Ability to travel to other Firm office locations as needed, overnight travel may be required
This job description is subject to change at any time and employee will be given additional responsibilities as assigned

Nice To Haves

Prior financial or professional services industry knowledge preferred

Responsibilities

Assist in facilitating client contact for Partners as needed (e.g. conference call scheduling, action item follow up, providing updates to client regarding engagement status etc)
Coordinate and schedule all supporting Partner meetings (internal and external)
Communicate changes in estimated payments and billing to all parties involved (internal and external)
Represent Partner by welcoming visitors, reviewing correspondence, responding to questions and meeting requests and other firm functions
Reconcile, code and organize credit card expenses
Draft and/or edit materials including presentations, schedules, reports, letters, scripts, and various correspondence and content
Provide general administrative office support as needed, including answering and routing incoming calls, processing daily outgoing mail, assisting with marketing mailings, filing, welcoming visitors and providing strong customer service/hospitality
Respond to telephone inquiries, take and relay messages, interface consistently with clients and staff in various offices, while exercising significant discretion, confidentiality and judgement
Prepare memos, correspondence, reports, meeting minutes, presentations and other materials
Coordinate executive outreach and external relations efforts, while overseeing special projects
Work independently on projects assigned by Partners, from conception to completion, coordinating with other departments as needed
Manage phone calls and email, including prompt responses to executive team's queries
Coordinate travel arrangements for Partners by developing schedules and agendas, booking travel, arranging ground transportation, securing lodging and meeting space
Coordinate firm client events and sponsoring opportunities
Provide reception support when needed, including mailings, phone coverage, meeting room organization/set up
Other duties as assigned
Takes initiative to be a team player (seeks out opportunities to help others)
Treats everyone with respect
Develops loyalty and trust with team
Successfully adapts to different personalities and working styles
Proactively and effectively communicates information regarding status issues to team members
Holds self-accountable for assigned work; seeks continuous feedback to learn and develop in role; open to new ideas and suggestions