Executive Assistant supporting Learning & Development team at Aprio, a Top 20 CPA firm. Handling complex schedules, meeting logistics, and providing administrative support.
About the role
- Executive Assistant at Egon Zehnder supporting consultants with administrative tasks and client engagement. Role involves scheduling, travel planning, and communication management.
Responsibilities
- Arrange all scheduling, including but not limited to, candidate meetings and interviews, client meetings and interviews, business development meetings, assignment related meetings, internal meetings, video conferencing, etc.
- Manage complex calendars and prioritize meetings/calls as needed.
- Arrange and coordinate complex and detailed travel plans, itineraries, and agendas for both consultants and candidates. Compile documents for travel-related meetings.
- Process expense reimbursements for consultants and candidates.
- Compose, prepare, and edit confidential correspondence.
- Perform additional administrative support activities, including but not limited to, fielding telephone calls, receiving and directing visitors, event planning, and other ad-hoc projects as requested.
- Ensure that our global database is up-to-date and accurate; including but not limited to, all client/internal documents, client/candidate information, notes, emails, and appointments.
- Hold additional office/reception responsibilities as needed to ensure the office is operating smoothly. Provides ad-hoc support to other Executive Assistants when requested to assist with work overflow as capacity allows, and as determined by Regional Administration Manager.
- Serve as client and candidate liaison assisting consultant in maintenance of daily search activities. Acts as the single point of contact for all key logistics matters.
- Communicate directly, and on behalf of the consultant, on client, candidate, and internal mandates. Provides a bridge for smooth communication between the consultant and external/internal team members.
- Take a proactive approach to assist with various client needs during a consultant’s absence.
- Work closely and effectively with consultant and research stakeholders to ensure deadlines are met and client and candidate needs are served.
- Produce high quality client and candidate deliverables, ensuring completion within designated timeframes. Successfully complete critical aspects of deliverables with a hands-on approach.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on time-sensitive projects to successful completion.
- Assist accounting department with billing, client invoicing, and receivables.
- Build positive relationships and interface regularly with high-level executive candidates (Fortune 500 client executives & candidates) involved in highly confidential projects.
- In partnership with the Consultant, create and own the process to drive the Consultant’s business development strategy.
Requirements
- Bachelor’s degree preferred
- A minimum of 5 years’ experience serving in an administrative function, ideally within a professional services firm.
- Organized multi-tasker: able to manage multiple projects with set deadlines as time management, pattern recognition, prioritization, diligent attention to detail and judgment are critical in this role.
- Resourceful problem solver: ability to work in ambiguous environments and comfortable with the unknown, as well as work well under pressure, solve problems.
- Self-starter: highly motivated, excellent work ethic and self-assured, not easily thrown, able to think on your feet.
- Strong communicator: Exceptional interpersonal and communication skills (both oral and written). Ability to interact professionally with executive stakeholders and colleagues alike.
- Natural collaborator: desire to help foster and preserve a company culture where all are welcome, included, and given the opportunity to succeed. Collaborative team player, with a track record of maximizing the team as well as individual performance.
Benefits
- Hybrid work model: 50% in office / 50% remote* (Tuesdays/Wednesdays/Thursdays)
- 401k – company match and additional discretionary employer contribution
- Comprehensive Health Plan – medical, dental, vision, life insurance, long-term disability
- Employee Assistant program (EAP)
- Paid parental leave
- Personal Time Off – paid vacation, sick time, volunteer days
- Paid holidays including week off between Christmas and New Year’s
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