Executive Assistant

Description

• Act as onsite coordinator day-of to ensure seamless event delivery
• Works closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event related items such promotional materials, wine distribution, etc.
• Provide executive deal administrative support as needed to transaction professionals and deal team
• Assist in editing, formatting, and printing presentations and documents using Power Point, Word, Excel and PDF
• Acts as a “barometer”: having a sense for the issues taking place in the environment and keeping the team updated as needed
• Plan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needs
• Provide occasional back-up support to other Executive Assistants, including supporting the transaction process, and collaborate with support teams across multiple offices
• 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
• 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
• Own “Gateway” role: communicating with broader team constantly to increase efficiency. Establish and implement team scheduling best practices by leveraging ES software and applications.
• Proactively submit Gift & Entertainment approvals according to policy
• Provide administrative support to transaction professionals with complex needs, including travel, itineraries and agendas and meeting calendars
• Track key milestones, including budget, attendee management, risk management, as well as venue, transportation, and accommodation confirmation
• 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
• Completes personal requests as needed (personal travel, errands, etc.)

Requirements

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.

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.

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

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance