Executive Assistant

ESSENTIAL FUNCTIONS:

• Initiate and compose correspondence, memoranda and transmittals from original notes, knowledge of circumstances or information provided by others. Transcribe, revise and prepare documents and general correspondence. Copy and distribute documents, memos, records, or correspondence to management, organization, affiliates, service providers or clients as requested. Prepare and distribute office administration forms such as check requests, exception reports, and other internal transmittals.
• Attend various business meetings to take minutes. Take note of specific business matters requiring follow up and are placed on subsequent calendars or agenda. Draft, finalize and distribute minutes following executive review.
• Answer, screen and direct telephone calls, relaying or responding to messages as required. Review and sort mail.
• Update calendars, contact lists and file listings. Schedule meetings, travel or conference rooms as requested. Assist to coordinate and prioritize executive calendar and events.
• Enter attorney time and ensure all released by deadline. Review and proof prebills for accuracy, investigate and resolve discrepancies, review payments to ensure inclusion in current billing cycle. Ensure client invoices go out in a timely manner with appropriate cover letter.
• Input information into appropriate databases maintaining accuracy and checking for completion. Update database records as necessary when information changes. Create charts or spreadsheets to track or detail information.
• Maintain strict confidentiality of all matters.
• Receive, review and research requests for information, data, and resolution, following up to ensure completion. Serve as liaison between staff, employees and executive. Assist to resolve inquiries and issues from within the firm or from clients when possible.
• Provide administrative support for firm and client meetings. Prepare and send invitations, notify catering, coordinate schedules, communicate concepts, and monitor status of events.
• Keep track of meetings and paperwork necessary for numerous community organization memberships.
• Assist in accumulation and delivery of confidential data as requested.

OTHER DUTIES MAY INCLUDE, BUT ARE NOT LIMITED TO:

• Perform or assist with any operations, as required to maintain workflow and to meet schedules and quality requirements.
• Maintain safe work area and comply with safety procedures and equipment operating rules keeping work area in a clean and orderly condition
• Participate in any variety of meetings and task force groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, and policies.
• Perform other related duties as assigned.

TOOLS AND EQUIPMENT USED:

Use of computer, appropriate software packages, usual peripherals, and common office equipment.