Executive Assistant
About The Position
We are seeking a proactive, detail-oriented, and highly adaptable individual to support our Director of Operations and broader firm initiatives. This role is ideal for someone who thrives in a dynamic environment, enjoys event planning, and excels at juggling multiple high-impact responsibilities with precision and discretion. The Assistant to the Director of Operations plays a critical role in shaping internal culture and driving operational excellence across the organization. You'll coordinate events, streamline communication, execute administrative processes, and act as a connective tissue across teams.
Requirements
- 5 years of experience in an administrative, operations, or event coordination role
- Proven ability to support multiple stakeholders with professionalism and grace under pressure
- Strong calendar management and communication skills
- Experience planning corporate events from concept to execution
- Excellent written and verbal communication abilities
- Tech-savvy and comfortable learning new platforms (e.g. Asana, Luma, Canva, Concur)
Nice To Haves
- Prior experience supporting senior executives
- Familiarity with Asana, Concur, and Microsoft Office suite
- Prior experience working in a fast-paced, multi-hat environment with changing priorities
Responsibilities
- Executive & Operational Support
- Provide high-level 1:1 administrative support to the Director of Operations, including:
- Calendar and travel coordination
- Expense report preparation (Concur)
- Meeting agenda creation, note-taking, and action item follow-up
- Support other high-level TA Employees as needed, including:
- Daily calendar and schedule management
- Coordinating travel and logistics with external partners and stakeholders
- Preparing leadership meeting materials and ensuring seamless execution
- Serving as a discreet point of contact for high-priority firm communications
- Maintain discretion when handling sensitive and confidential information
- Support operational initiatives, special projects, and cross-functional process improvement efforts
- Internal & External Event Coordination
- Independently own logistics for internal firm events (e.g. happy hours, lunch & learns, holiday celebrations)
- Assist the Director of Operations with large external events ( e.g. annual meeting, golf tournament, summer outing)
- Manage event logistics: venue coordination, catering, room setup, RSVPs, signage, swag, and cleanup
- Coordinate with vendors and internal departments to ensure seamless execution
- Oversee post-event recaps and improvement planning
- Internal Communications & Culture
- Draft and send internal announcements on behalf of leadership
- Create internal signage, handouts, and materials for meetings and programs
- Maintain updated SOPs and process documentation relevant to administrative workflows
- Actively contribute to planning employee engagement initiatives alongside HR and Operations
- Administrative Coordination
- Serve as a backup point of contact for general office requests
- Provide ad hoc administrative support across teams when bandwidth allows
- Support with reception when needed (guest check-in, visitor experience, incoming calls, etc.)
- Assist with on boarding and offboarding logistics for new hires
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
Number of Employees
101-250 employees
