The Administrative Assistant Senior is primarily responsible for assisting in the daily coordination of projects derived from line of business, office location, region, and/or firm initiatives for schedule, budget, and quality of on-going complex projects which may have many related projects managed within. The senior admin will also be responsible for providing executive support to the West Region Transaction Advisory Services Leader/Bay Area Private Equity Group Leader, including calendar management, coordination of travel, scheduling, and expense reports. This also includes developing presentations and advanced spreadsheets, preparing and maintaining project plans, documentation, budgets, and communicating to internal and external clients. Program duties may not always fall within a defined sub-project. The individual must be able to identify activities as either in or out of scope as they relate to the program objectives. This is an excellent opportunity to work with a dynamic group of motivated professionals at various levels and showcase strong client focus, technical and project management skills.
Develop and maintain a detailed project schedule which includes administrative tasks and all key stakeholders in the project
Track project progress and identify and escalate project obstacles to team leader and communicate with other key stakeholders.
Schedule meetings, including site selection, travel arrangements, preparing meeting materials, presentations developing agendas, preparing minutes in support of assigned projects, distributing meeting materials, and tracking meeting attendance. May attend meetings as required by project and/or assignment.
Initiate, develop and maintain communication with internal and external clients and vendors as appropriate.
Ensure compliance with departmental policies and procedures
Receiving and responding to advanced correspondence
Tracking and coordinating Continuing Professional education
Provides advanced administrative support to TAS professionals as well as filing, archiving, correspondence, faxing, binding, preparing and distributing documents, and photocopying
Provide project management and hands-on support to drive various strategic and ongoing practice development initiatives including: CRM processes and pipeline reporting, organizing training events and team meetings
Define a program and/or project’s scope, goals, schedule, available resources and deliverables.
Ensure the business deliverables and goals for a particular project or program are met in a timely and efficient manner.
Create and maintain connections with key stakeholders and/or teams to implement strategic initiatives that optimize current knowledge sharing platforms and overall interactions with clients.
Proactively seek for ways to drive efficiency and growth among various teams within market or LOB.
Identify and execute appropriate communication methods to provide the appropriate stakeholders with the status of projects.
Consistently and accurately review and maintain documentation to identify, evaluate, scope, plan, monitor, and follow up on active projects.
Partner with firm related resources, develop and assist leading execution of various LOB conferences and other internal/external events.
Routinely compiles, collects, and analyzes moderately complex and confidential data for projects
Help finalize complex proposals and prepare documents with a strong working knowledge of formatting, merge documents, styles, section breaks, headers/footers, tables of contents and more in Word; Create, update, print and bind presentations, including charts, graphics and tables, speaker notes and handouts in Power Point; Creating and working with advanced spreadsheets using PivotTables, Lookup, and IF statements in Excel
Track proposal process (proof, format and issue)
Maintain client information in multiple computer applications, organizational systems
Serve as a back-up to other administrative assistants as well as the Reception Desk, rotating coverage
May coordinate with Internal Client Service staff to ensure adequate support is available throughout the day for area of responsibility
Provides guidance and assistance to less experienced administrative assistants as required
Participate in team meetings and activities
Serves as a resource or “go to” for staff questions regarding office policies and procedures
Other duties as assigned.
Associate’s or Bachelor’s degree in business related area or equivalent experience
5+ years relevant experience
Experience managing multiple projects of moderate to high risk
Advanced Microsoft Office Skills
Ability to prepare presentations including charts, graphics and tables, speaker notes and handouts, etc.
Strong communication skills both written and verbal with diverse audiences
Experience with MS Project or related tools
SPECIAL REQUIREMENTS SPECIFIC TO JOB
Demonstrates working knowledge of the technical tools required within assigned responsibilities
Effective organization and time management skills, follow procedures, improve efficiency
Ability to manage multiple tasks and shift priorities as necessary to meet deadlines
Strong attention to detail
Flexible demeanor, pro-active thinker, positive attitude, maintains confidentiality
Ability to take direction, follow procedures, and ask appropriate questions
Can complete tasks independently as well as work collaboratively with the team
Ability to handle stress while operating with a sense of urgency and using good judgment