Executive Assistant (Maternity Relief)

SUMMARY:
Become part of this dynamic group as an Executive Assistant. Although this position is for 4 months only, it presents the opportunity to become permanent This company has excellent benefits and also provides a professional yet dynamic working environment.

POSITION INFO:

Provide all administrative support for the team at a consistent and exceptional level including, but not limited to:
• Manage and maintain busy outlook calendars highlighting potential conflicts, inputting travel data, conference calls, meetings etc.
• Develop working relationships with external clients and their assistants to facilitate the information flow and scheduling process
• Maintain and develop working relationships with various support staff members to maintain information flow and scheduling process
• Provide production support including slide generation, graphics, proofreading, editing, copying and book binding – in co-operation with our Visual Services Department
• Organize and schedule client and internal meetings and events; prepare logistics/equipment arrangements
• Provide vacation cover to other Executive Assistants and Reception Desk as needed
• Coordinate committee meetings, arrange conference bridges, reserve conference rooms, organize catering
• Where appropriate prepare and circulate meeting agendas and materials, attend meetings, take and distribute meeting notes, follow up on action items
• Provide administrative support to Practice Area (PA) events: prepare invitation mailings, manage responses, arrange catering, venues and on the ground support
• Organize and maintain online systems for PA
• Manage client contacts for MS Dynamics, and relationship maps
• Organize and maintain electronic filing system
• Prepare weekly timesheet and expense reports
• Maintain highest level of internal and external confidentiality

Strong service orientation

- maturity and flexibility to work both independently and in cooperation with others

- high level of self-motivation and initiative

- willingness to exercise good judgment and make decisions based on logic and common sense

• Excellent organizational skills

- ability to anticipate alternate solutions and be prepared with contingency plans as needed in a calm and efficient manner

- superior attention to detail and accuracy

- follow through/ownership of tasks to completion

- willingness to consistently check and double-check all aspects of Partner/Principal(s) full and fast-paced schedule (including schedule, travel, client meeting preparations and materials)

• Ability to multi-task and complete a variety of projects in a fast-paced environment

• Ability and willingness to work overtime on projects and tasks as required

• Knowledge and experience of the SA and local practices

• At least five years administrative support experience, preferably at a professional services firm

• Proficient computer skills: Windows, Word, Excel, PowerPoint, Outlook

• Minimum typing speed: 50 wpm

• Organizational skills: ability to handle competing priorities and to work effectively in a challenging, fast-paced environment

• Service oriented, flexible, attentive to detail team player

• Ability to respect all company information as personal and confidential

NB! This job is now closed. You can apply for other jobs by uploading your CV.