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Executive Assistant in Atlanta, GA at Vaco

Date Posted: 10/2/2018

Job Snapshot

  • Employee Type:
  • Location:
    Atlanta, GA
  • Job Type:
  • Experience:
    At least 3 year(s)
  • Date Posted:
  • Job ID:

Job Description

Vaco Atlanta Staffing is searching for an Executive Assistant with project management experience in a professional services / consulting environment to provide support to a Professional Services Practice Leader at a client we work with in the heart of Buckhead. This position is designed to assist with highly confidential and sensitive information along with more typical administrative responsibilities such as booking travel, preparing and filing expense reports and event planning. Independent judgement is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Essential Functions:

  • Liaison between C-level executives and members of projects
  • Planning, budgeting, overseeing, and documenting projects
  • Schedules and organizes complex activities such as meetings, travel, conferences and departmental activities. Ensures Partner's schedule is followed and respected while balancing the needs of staff.
  • Performs desktop publishing. Creates and develops PowerPoint presentations for the vice president(s).
  • Completes broad variety of administrative tasks for senior partner, including: completing expense report, compose and prepare correspondence, some confidential in nature, arranges complex and detailed travel plans, itineraries and agendas, and compile documents for travel-related meetings.
  • Organizes and prioritizes large volumes of information and calls.
  • Opens mail for the vice president(s). Responds to regularly occurring requests for information.
  • Answers phones for partner(s) when the partner is out of the office or in meetings. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other administrative assistants to cover phones and front desk.
  • Acts as a liaison with other departments and outside agencies, including other members on the senior management team. Handles confidential and non-routine information and explains policies when necessary.
  • Works independently and within the administrative team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the vice president, which may have organizational impact.
  • Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  • Provides a bridge for smooth communication between vice president and internal departments.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the vice president. Determines appropriate course of action, referral or response.
  • Other special projects as required.

Preferred Education and Experience:

  • Associates degree or higher. Bachelor's degree is preferred.
  • Eight years of related experience. Experience handling multiple projects at one time. Extremely good organization and time management skills required.
  • Experience at a Professional Services Company is required (Legal, Private Equity, Management Consulting etc)
  • Proficient in Microsoft Office Suite and Adobe Acrobat.
  • Strong communication skills, both written and verbal, to engage effectively with senior executive team and coworkers.
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Proven ability to handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of client service and response.
  • Knowledge of standard office administration practices and procedures.
  • Ability to achieve high performance goals and meet deadlines in fast-paced environment.
  • Forward thinker who actively seeks opportunities for improvement and proposes solutions.