Executive Assistant
Stroz Friedberg - New York, NY

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Essential Duties and Responsibilities:
Provide routine assistance to the Executives which includes, but is not limited to: daily time entry, opening new engagements in the database, drafting engagement letters and other Executive correspondence, electronic filing, creating and updating Contacts in the database, and other logistical support needs of the Executives and/or Executive Services Manager

Answer, screen and route incoming phone calls, responding independently and providing as much Client service as possible when requested

Maintain calendar for the Executive using electronic calendaring system

Regularly organize meetings, appointments, conferences, and calls with both internal and external business partners

Coordinate complex meetings, assist in the design and preparation of presentations and other meeting materials

Monitor Executive emails to flag action items as requested

Maintain contact with Executives via company-issued mobile device

Arrange travel, prepare itineraries and control travel costs by utilizing the Points or Awards systems to handle business travel, including air and ground transportation, hotel reservations, out of town dining, and car rentals

Obtain Accounts Receivable and Invoice Edits reports from the Accounting department and work with the Executives to ensure timely submission of draft invoices

Assist with updating the Salesforce.com account for the Executives he/she supports

Prepare Executive expense reports and process Executive charge card reconciliation

Track CLE/CPE credits attended by the Executives he/she supports

Create and maintain spreadsheet files

Perform monthly review of the Case Initiation Forms to ensure that all information for recently activated cases is complete and accurate

Prepare reports of engagements without a signed engagement letter on file as required

Required Skills

Superior verbal and written communication skills

Exercises discretion and sound judgment; maintains confidentiality

Excellent organizational and time management skills

Proficiency in Microsoft Office Suite

Dependable. Consistently on-time, judicious use of leave benefits. Follows instructions, responds to management direction and solicits feedback to improve performance

Ability to work independently and proactively; demonstrates initiative

Ability to make professional decisions based in accumulated knowledge of position responsibilities

Demonstrates accuracy and thoroughness; monitors own work to ensure quality

Ability to multi-task effectively

Strong interpersonal skills, ability to work in a team environment when required; high degree of tact

Commitment to excellence

Required Experience

Education and Work Experience Required:
Bachelor’s degree + minimum of 3 years experience as an Executive Assistant, Legal Administrative Assistant to a C-level Executive, or Office Manager. Experience is considered in lieu of education in a motivated and skilled candidate. Skills’ testing under the supervision of Stroz Friedberg Human Resources is required as a part of the interview process.

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