EXECUTIVE ASSISTANT

Kinsley Power Systems - Boston, MA

Full-time - Mid Level

Boston, MA

Merchant Wholesalers, Durable Goods

About the position

The Executive Assistant provides comprehensive, proactive, and confidential organizational and administrative support to the Head of Global Private Client Practice, their Chief Operating Officer, and Operations Director. This role involves managing multiple work streams efficiently while performing a variety of administrative tasks, including drafting correspondence, supporting business development activities, and interfacing with staff and clients on behalf of the Executive.

Responsibilities

• Demonstrate intuitive and proactive behavior in preparing the Executive and others for daily responsibilities.
• Manage work streams and liaise internally with staff and externally with clients.
• Make complex and detailed travel arrangements using a travel agency and Concur, including scheduling flights and booking accommodations.
• Extensive calendar management: schedule client, internal, and external meetings across multiple locations and time zones.
• Organize and schedule practice-wide meetings and events (in-person, virtual, and hybrid).
• Exercise well-developed interpersonal skills and good judgment to move conversations or efforts to satisfactory conclusions.
• Identify process gaps within the team and develop strategies to address them.
• Perform special projects and assume responsibilities as assigned by the Administrative Manager or Practice Management Team.
• Provide administrative support to CA Leadership team and Practice Management teams, including scheduling conference rooms and arranging client meetings.
• Prepare timesheets, expense reports, and Amex statements.
• Maintain client contacts and marketing lists in MS Dynamics.
• Conduct research via CA Home and the Internet.
• Ensure the firm's standards for formatting are applied to all correspondence, presentations, and materials.
• Create and maintain files, type, revise, edit, and proofread various documents, and prepare materials for client books.

Requirements

• 5 or more years of Executive Assistant experience, preferably in professional services.
• BA/BS degree preferred.
• Advanced knowledge of MS Word, Excel (levels 1 and 2), PowerPoint, and Outlook is required.
• Experience with Adobe Acrobat, MS Teams, and Box is preferred.
• Experience with Asana is a plus.
• Ability to take ownership and complete projects with minimal direction.
• Ability to manage multiple work streams with rapidly changing priorities.
• Proactive approach to problem-solving with strong decision-making capability.
• Proven time management and organizational skills.
• Strong research, analytical, and problem-solving skills.
• Ability to maintain a high degree of confidentiality.

Nice-to-haves

• Experience with Adobe Acrobat, MS Teams, and Box.
• Experience with Asana.