Executive Management Administrative Assistant
Simpson Thacher & Bartlett LLPUnder general supervision, the Executive Management Administrative Assistant is responsible for administrative and office support functions such as scheduling meetings, handling information requests, processing expenses and liaising with staff in various departments and external contacts. This role will primarily support the Specialist, Executive Management, the Administrative Assistant will also be responsible for providing support to the Chief Operating Officer and additional team members.
Essential Job Duties & Responsibilities
- Directly support the Specialist, Executive Management
- Oversight of heavy, complex meeting calendar, includes setting up various committee meetings which involve multiple partners across several time zones
- Schedule meetings and ensure that all preparations are made prior to the meeting time. Book conference rooms, arrange dialing instructions, register visitors, order food (if necessary) and have all materials printed and ready for all participating parties
- Book and prepare comprehensive travel arrangements (for complicated international and domestic itineraries) as needed (flights, hotels, car rentals, reservations, etc.). This includes ensuring that expense reports are prepared in accordance with company policy and submitted in a timely manner.
- White glove level support for senior members and partners on various projects, often within specific time-frames
- Assist with electronic filing, data entry, and record keeping
- Perform other duties as assigned as needed
Education
- High School Diploma or GED equivalent required
Preferred
- Bachelor’s Degree Preferred
Skills and Experience
- 2-4 years of relevant experience required
- Proficiency in MS Outlook, Word and Excel
- Familiarity with office equipment such as fax machines, copiers, and phone systems, word processing, database management
- Excellent interpersonal skills and a professional demeanor; ability to work effectively with all levels of Firm personnel and vendors
- Strong written and verbal communication skills
- Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
- Must be able to work collaboratively in a team environment and independently
- Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
- Ability to use diplomacy, confidentiality and discretion in relaying information
- Ability to multi-task efficiently and effectively
Preferred
- Advanced knowledge in MS Word, Excel and PowerPoint preferred
Salary Information
NY Only: The estimated base salary range for this position is $70,000 to $80,000 at the time of posting.
The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.
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