Executive Assistant

OPPORTUNITY TO ENHANCE YOUR CAREER - It's about exceeding your potential.

Using detailed organizational knowledge of procedures, the Executive Assistant provides administrative support, to multiple senior leaders and colleagues, from varied levels, for KF. The position is responsible for coordinating calendars, travel schedules, on-site services and prepare more complex reports and analyses. The Executive Assistant will also provide overflow sales and delivery support as a member of the client management team. As a central point of contact, the role must ensure high quality of customer service to both internal and external clients and visitors.
The ideal candidate will possess significant administrative operations experience and have the ability to work independently yet take direction from managers. The candidate must be well-organized, a self-starter, flexible and resourceful. The role requires initiative and organizational skills to represent KF in a professional and polished manner with the goal to ensure a high degree of client satisfaction, both internal and external. Experience in a professional office environment is required as well as strong technical skills. Core competencies required to excel in this role are quality control, attention to detail, ability to prioritize, communication, problem solving, adaptability, and empathy.

KEY RESPONSIBILITIES

Office support
. Serve as central point of contact for administrative inquiries and for consultants to access specialized services including, graphics and production, and operations. Use knowledge of corporate resources and strong internal relationships to work efficiently.
. Coordinate travel schedules, both domestic and international for the agency and executives, preparing a detailed itinerary prior to departure.
. Assist with other duties such as file maintenance, photocopying, scanning, mailings, trouble shooting, and meeting planning.
. Ensure distribution list is updated and mailings.

On-site meeting support
. Maintain calendars including internal meetings, conference calls involving multiple time zones, setting video conferences, and client meetings, ensuring IT equipment is set-up and coordinate supplies and catering as needed.
. Support on-site activities related to employee orientation.

Business support
. Collaborate with consultants and accounting to open projects and follow up on receivables as needed.
. Prepare and submit regular and accurate expense reports and reconcile statements. Code and submit invoices, prepare check requests.
. Prepare/save regular timesheets, showing utilization time allocated to engagements.
. Use utmost discretion and professionalism when working with confidential information.
. Ensure the business development database is updated as instructed.
. Compile, prepare, edit and format various high quality, professional deliverables, including responses to requests for proposals, reports, presentations, general correspondence and business documents, as well as charts and tables for presentations and/or reports.
. Collects, assembles and summarizes statistics and information, and analyses trends, data, and information from a variety of sources within prescribed guidelines and procedures.

PROFESSIONAL EXPERIENCE/QUALIFICATIONS

Minimum of five years of relevant work experience as an administrative assistant supporting leaders and senior professionals in a business environment required, ideally in a professional services firm.
. Client management/service experience preferred.
. Demonstrated track record of sound judgment and professionalism with the ability to work with leaders. High degree of interpersonal and professional savvy across varying levels of internal management, staff, clients, and associates, with the ability to manage expectations.

. Ability to maintain confidentiality and discretion in dealing with sensitive matters.
. Strong analytical skills and ability to translate to operational processes.
. Must be able to work independently with little supervision but able to take direction from management, be detail-oriented, be proactive, at times flexible in terms of hours/responsibilities, and able to organize and prioritize multiple deadlines.
. Broad understanding of the business operations and administrative processes able to make timely decisions and drive to action. Excellent organizational capabilities, with high degree of prioritization.
. Excellent written and verbal communication skills customer service focused with excellent phone etiquette.
. Project management and coordination skills preferred.

EDUCATION

. Bachelor's degree
. Excellent PowerPoint skills with high proficiency in the Microsoft Office suite (Outlook, Word, and Excel).
. Working knowledge of Concur/HCM / SAP / Salesforce is an added advantage.