Executive Assistant

Description

• Provide administrative support to transaction professionals with complex needs, including travel, itineraries and agendas and meeting calendars
• Completes personal requests as needed (personal travel, errands, etc.)
• Proactively submit Gift & Entertainment approvals according to policy
• Provide occasional back-up support to other Executive Assistants, including supporting the transaction process, and collaborate with support teams across multiple offices
• Act as onsite coordinator day-of to ensure seamless event delivery
• Own “Gateway” role: communicating with broader team constantly to increase efficiency. Establish and implement team scheduling best practices by leveraging ES software and applications.
• Plan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needs
• Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event related items such promotional materials, wine distribution, etc.
• Track key milestones, including budget, attendee management, risk management, as well as venue, transportation, and accommodation confirmation
• Provide executive deal administrative support as needed to transaction professionals and deal team
• Completes a broad variety of administrative tasks in addition to managing time and travel, including tracking expenses, completing & submitting expense reports within required deadlines, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment, in accordance with gift and entertainment policies and procedures
• Works closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Assist in editing, formatting, and printing presentations and documents using Power Point, Word, Excel and PDF
• Lead the planning and execution process for internal & external events on behalf of the team and supporting other events as needed (closing dinners, small happy hours, golf outings, etc.) that require both short-term & long-term planning and strong project management skills
• Support transaction and deal team by managing and organizing internal database, assisting with deal marketing process, ensuring timely distribution of marketing materials, performing data reporting using Eastdil Secured proprietary applications, and coordinating with internal and external counsel as needed
• Acts as a “barometer”: having a sense for the issues taking place in the environment and keeping the team updated as needed

Requirements

Eastdil Secured will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on, for example, F-1 or other student visa status. In addition, not only must candidates be able to work in the United States without sponsorship when hired, they must maintain the ability to work in the U.S. without sponsorship throughout their employment.

At Eastdil Secured, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company.

• Apple device required for remote connectivity
• 5+ years of experience in a corporate environment working with senior-level executives
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Concur expense management and travel booking experience a plus
• Strong interpersonal skills and the ability to build relationships across the broader team and the firm
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
• Expert level written and verbal communication skills
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Successfully completes all aspects of deliverables with a proactive, hands-on, solutions-oriented approach
• Experience coordinating complex calendars & managing expenses for multiple team members
• Bachelor’s Degree, preferred
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance