Executive Assistant – BEIRUT

Position Title/Rank: Executive Assistant
Reporting Manager: Administration Manager

The role of the Executive Assistant is to provide administrative support to the assigned Partners and projects teams as required as well as to support firm building and business development activities. The EA will act as the administrative point of contact for more than one Partner and may support projects within his/her management’s responsibility. The EA is also expected to actively participate as a member of the office’s overall administrative team. This includes providing coverage, assistance, and back-up for other administrative staff. The position requires a thorough knowledge of leadership’s and senior level consultants’ accountabilities and business needs. The EA is expected to maintain a working knowledge of the Firm and its industry and service practices. The position regularly and customarily exercises discretion and independent judgment in performing work.

Partner Support

· Complete weekly time & expense reports on behalf of assigned Partners, including reconciliation and payment tracking
· Arrange travel on behalf of assigned Partners and any necessary foreign visas
· Schedule meetings as requested for assigned Partners and/or practice. Coordinate all necessary meeting logistics
· Assist in business development through establishing and maintaining relationships with client contacts, particularly client EAs. Obtain client meetings through contacts and follow up
· Support Partners’ professional relationships by maintaining relationship with internal and external client contacts
· Support marketing efforts by assisting with mailings to potential clients, to obtain meetings and to support conference logistics as required
· Establish, maintain and leverage an effective internal network at the company
· Provide telephone coverage for internal and external calls; take messages; follow up on voicemail recordings in a timely manner as requested by assigned consultants
· Research and compile company profiles and executive bios
· Assist with onboarding of new Partners; work with the Office Manager to coordinate onboarding activities/items; liaise with other support departments, such as HR and technology; incorporate new Partner into practice communications and calls
· Review and sort email and regular mail
· Provide general administrative support, such as copy, bind and fax documents; update, process and distribute records and create and maintain filing systems

Project Support

· Coordinate project set-up for new engagements, including team SharePoint (internal) site and permissions, and obtaining necessary security/ID badges, printer access, etc., at client site
· Support proposal efforts by providing up-to-date Firm data and résumés for PowerPoint decks
· Assist with conducting research for special project if needs
· For project teams, set up Outlook calendar to track vacation, training and other activities, and establish Outlook distribution list of team members

Firm Building Support

· Take active role in coordinating office events, such as recruiting, alumni outreach, social events, charitable events, and other activities.
· Coordinate with the company’s meeting planner for events
· For alumni relations, support events’ logistics and assist in mailings, as requested

Firm Building Initiative/Chrysalis

· The EA should provide ad hoc support in one or more firm building initiatives. This should be reflected in the individual’s annual performance objectives.

General Administrative

· Provide coverage, assistance, and back-up for other administrative staff
· Attend and participate in administrative team meetings and other office-wide meetings and events

EXPERIENCE, EDUCATION AND SKILL REQUIREMENTS

· College degree or equivalent experience of five years within a corporate/business experience performing in an administrative capacity
· Strong demonstrated administrative and organizational skills
· Strong interpersonal skills; ability to interact effectively at all levels
· Comprehensive knowledge of core MS Office, Windows, SharePoint, and technology, including networks and databases
· Discretion in handling sensitive or confidential information
· Flexibility; willingness to take on new and stretch assignments
· Resourcefulness and troubleshooting skills; ability to identify problems and provide solutions
· Ability to work well under pressure; positive, “can-do” attitude
· Strict adherence to confidentiality and protection of Firm and intellectual property
· Sound judgment with independent decision making
· Type 60+ wpm

Required Travel

· Infrequent travel in support of practice/account meetings

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