What are the responsibilities and job description for the Executive Administrative Assistant position at Polsinelli?
Overview
Polsinelli is looking for a candidate to immediately fill the role of Executive Administrative Assistant who also excels in project management to support the executive team of the Finance Department. The position would be located in Kansas City and directly support our Chief Operating and Financial Officer (COO/CFO) in the Dallas office and our Director of Financial Operations in our New York office.
The Executive Administrative Assistant will provide day to day administrative support to the executive team while managing and coordinating various projects across the department. This role requires exceptional organizational skills, the ability to multitask, and a proactive approach to problem-solving while being methodical and detail oriented. The ideal candidate will be adept at managing executive schedules, managing process checklists, handling confidential information, and ensuring that projects are completed on time and within scope through follow up with colleagues across the department.
A background in financial services and/or knowledgeable of law firm operations is preferred.
Role Description
- Ability to manage a variety of administrative tasks including: managing an extremely active calendar of appointments; compiling, organizing and summarizing financial documents; completing expense reports; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel -related meetings.
- Understands executive reporting and can summarize various types of information (such as meeting notes, email strings, etc.) and turn those into digestible executive summaries or bullet points.
- Maintain list of strategic priorities and work closely with COO/CFO and Director of Financial Operations to ensure progress against goals, surface issues or risk and support the executive team’s communications on those priorities to the department.
- Manage all aspects of event planning (such as committee meetings where members are flying from multiple locations) and ensure people are aware of meeting and travel logistics, meeting agenda and materials.
- Proactive planner who can identify patterns and gaps in a process and in response, proposed solutions on the path forward.
Requirements
- Very strong interpersonal skills and the ability to build relationships with top executives and staff.
- Expert level written and verbal communications skills.
- Demonstrated active approaches to problem-solving with strong decision-making capability.
- Highly resourceful team-player with the ability to work independently and or at times, with little direction.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responsiveness.
- Advanced in Microsoft Office (Outlook, Word, Excel and Power Point)
- 10 years’ experience
Polsinelli PC is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to gender identity and expression, race, color, religion, sex, national origin, sexual orientation, age, disability, ancestry, marital status, military or veteran status, or any other characteristic protected by law.
Not accepting resumes from placement agencies at this time.
