Executive Assistant

Bachelor’s Degree strongly preferred, but not required
Minimum 5+ years of experience as an Executive / Administrative Assistant supporting a team of professionals in a fast-paced environment
Effective prioritization of multiple professionals
Travel coordination; domestic & international
Technical proficiency; programs used include, MS Word, Excel, PowerPoint, Outlook, WebEx
Experience in managing multiple calendars, scheduling appointments, and screening incoming calls
Ability to partner and collaborate across teams

Extensive coordination and scheduling of complex internal and external meetings and conference calls, video conference meetings utilizing Outlook calendar for senior level Professionals; includes arranging for any catering and document distribution
Prioritize Outlook Calendar items on behalf of the Professionals, informing them of meeting changes and keeping them on schedule throughout the day
Schedule meetings and conference rooms as necessary using Ares protocol
Coordinate all aspects of domestic and international travel (air, ground, and lodging), both business and personal; manage payment and maintain real time tracking of meeting and itinerary changes
Participate and manage ad hoc projects from end to end
Organize and create cash and AMEX expense reports using Ares’s expense system, Concur
Answer phones, screen calls, and take messages as appropriate
Manage copy/print jobs that will entail high volume output, binding (GBC machine), and distribution to relevant recipients
Maintain documents, records, reports in a discreet and confidential manner
Provide back-up support and a high level of collaboration across teams to other Executive Assistants in Phone Group, this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings etc.
Track and update weekly pipeline in Excel
Assist on NDA process
Special projects as assigned