Executive Assistant

EXECUTIVE ASSISTANT

JOB DESCRIPTION: Singleton Schreiber, LLP, is seeking an organized, proactive, and detail-oriented, Executive Assistant to support our Chief Client Officer/Chief Marketing Officer.

The executive assistant to the CCO/CMO serves as vital support system to not only the CCO/CMO, but also to the overall firm. The ideal candidate is responsible for undertaking a wide array of administrative tasks to enhance efficiency and productivity. Their role extends far beyond basic clerical duties, encompassing responsibilities that enable executives to focus on strategic decision-making and core business functions.

The ideal candidate will manage executives' schedules, prioritizing meetings, appointments, and travel arrangements, often navigating complex itineraries and last-minute changes with ease. Acting as a gatekeeper, they filter communications, screen calls, and manage correspondence, ensuring that the CCO/CMO stay informed and accessible to key stakeholders.

The executive assistant will play a pivotal role in information management, organizing documents, presentations, and reports, often requiring a high degree of discretion and confidentiality. They facilitate communication between departments, coordinating projects and disseminating critical information effectively.

In addition to administrative support, they may handle special projects, conduct research, and prepare agendas for meetings, contributing valuable insights and recommendations. Their adaptability and problem-solving skills are essential as they anticipate and address challenges proactively.

The ideal candidate shows flexibility, strong communication skills, meticulous attention to detail, and the ability to multitask, as these characteristics are essential traits for this role.

SALARY AND BENEFITS:

$70,000-$90,000

Actual salaries will vary and will be based on various factors, such as location, skills, experience, and qualification for the role.

Singleton Schreiber, LLP offers a competitive compensation and benefits package including employer paid health, dental, and vision plans, childcare reimbursement, a transportation reimbursement program, paid parental leave, and a 401k.

DUTIES & RESPONSIBILITIES:

• Provides administrative support to executive, such as writing and editing e-mails and preparing communications on the executive's behalf.
• Manages executive's calendar and schedule, including appointments and meetings. This includes scheduling and coordinating internal and external meetings on behalf of the executive.
• Handles all aspects of executive travel coordination, including booking accommodations and transportation.
• Performing minor accounting duties while managing executive expenses, including processing reimbursements and credit card expenses.
• Conducts research projects as assigned, in addition to managing other projects as needed.
• Maintaining comprehensive and accurate records, on behalf of the executive and the Marketing Department.
• Facilitates interdepartmental communication with other teams on behalf of executive.
• Attends meetings and take notes of discussions; prepare the initial draft of minutes and summaries.
• Anticipates and addresses issues as they arise.
• Other additional or alternative duties as assigned from time to time, including supporting other departments or executives as needed.

QUALIFICATIONS AND REQUIREMENTS:

• 3+ years of experience in a similar role.
• Proficient in Microsoft Office products such as Outlook, Word, Excel, PowerPoint, Teams, etc.
• Exceptional organizational skills with an ability to think proactively and prioritize work.
• Flexibility, strong communication skills, meticulous attention to detail, and the ability to multitask.
• Excellent ability to exercise discretion and confidentiality with sensitive company information.
• Excellent interpersonal and customer service skills.

NONDISCRIMINATION STATEMENT: Singleton Schreiber, LLP is an equal opportunity employer. Selection of candidates will be based solely on merit without regard to race, color, religion, religious creed (including religious dress and religious grooming), sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity (including transgender identity and transitioning), gender expression and sex stereotyping, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information (including genetic information), family care or medical leave status, military caregiver status, military status, veteran status, marital status, domestic partner status, sexual orientation, status as a victim of domestic violence, sexual assault or stalking, enrollment in a public assistance program, engaging in protected communications regarding employee wages, requesting a reasonable accommodation on the basis of disability or bona fide religious belief or practice, or any other basis protected by local, state, or federal laws.