We're looking for a highly organized and discreet Admin Assistant to provide comprehensive administrative support to multiple Partners, Principals, and Managing Directors (PPMDs). This role involves direct interaction with senior leadership, managing complex schedules, travel, and confidential documents, as well as providing virtual support to Senior Managers. You'll be performing a broad range of administrative tasks, often handling highly sensitive information.
Key Responsibilities
- Directly interact with multiple Partners, Principals, and Managing Directors (PPMDs) to fulfill all their administrative needs and requirements.
- Manage extensive travel arrangements (bookings, itineraries, changes) and intricate calendar schedules for PPMDs.
- Oversee document management, including filing, organization, and retrieval of critical and confidential paperwork.
- Coordinate and schedule meetings, conference calls, and virtual conferencing for PPMDs and Senior Managers.
- Prepare and reconcile Time & Expense (T&E) reports on a weekly basis, ensuring accuracy and proper client time charge.
- Support marketing activities and assist with client-related interactions as needed.
- Handle general tasks for PPMDs, such as office services, talent services, immigration formalities, accommodations, travel logistics, and office reservations.
- Provide virtual support to Senior Managers for tasks like meeting space reservations, T&E management, and conference calls.
- Perform a broad range of administrative tasks that are highly confidential in nature on a regular basis, consistently handling sensitive and confidential information with utmost discretion.
- Compose and edit memos, letters, emails, and other correspondence as required, ensuring professionalism and accuracy.
- Handle all business center requests, acting as a help desk for Senior Managers.
Required Skills & Experience
- Proven experience as an Admin Assistant or Executive Assistant, preferably supporting senior-level executives.
- Demonstrated experience in travel management, calendar management, and document management.
- Proficiency in preparing and reconciling Time & Expense (T&E) reports.
- Exceptional organizational skills and meticulous attention to detail.
- Strong ability to manage multiple priorities and deadlines in a fast-paced environment.
- Excellent written and verbal communication skills.
- High level of discretion and ability to handle highly sensitive and confidential information.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
