POSITION SUMMARY:
Provide comprehensive administrative, secretarial, and organizational support to Partners,
Associate Partners, and Senior Managers, including written and verbal correspondence,
meeting and diary management, coordination and arrangement of travel schedules, regular
expense reporting, and other related duties as required. Working with other Executive and
Manager Assistants in a “partnering” (team) environment to provide the best possible support
and coverage for executive staff is also expected.
RESPONSIBILITIES & DUTIES:
 Build and maintain good relationships with clients and colleagues of all levels, both
internally and externally
o Provide high quality service to clients or potential clients, through effective, zero
defect and customer friendly interaction
o Handle confidential and highly sensitive information on a regular basis in accordance
with our professional standards
o Prioritize and edit all incoming/outgoing communication and act as the interface
between members and the clients/potential clients
 Understand the communication needs of clients and alert where further action is
required (urgency, content, etc.)
 Act as a representative of Partners, Associate Partners, and Senior Managers,
based on a thorough understanding of the context and significance of both the
overall and specific client relationships
 Direct clients (or internal staff) to the most appropriate contacts at the appropriate
time, with strong sensitivity to confidentiality and the complexity of each situation
 Effectively handle all kinds of communication channels (phone calls, e-mail, fax,
document)
o Maintain and review Partners’ contact lists in the Cortex database; ensure that
contacts are properly resolved and classified. Coordinate Partners’ electronic and
print mailings, as well as event-related activities
 Provide comprehensive administrative, secretarial, and organizational support to Partners,
Associate Partners, Senior Managers, and their office guests, enabling them to perform their
professional activities most effectively
o Successfully manage the complex and ever evolving diary
 Coordinate calendars and schedule meetings; resolve scheduling conflicts as
they arise, and prioritize issues to meet the time-management needs of Partners,
Associate Partners, and Senior Managers
 Proactively anticipate schedule changes and make adjustments as needed
 Provide regular updates to Partners, Associate Partners, and Senior Managers
on diary appointments, and remind them of key schedules and action items as
appropriate
 Schedule meetings or other engagements, ensuring that Partners’, Associate
Partners’, and Senior Managers’ time is leveraged most effectively
o Coordinate travel itineraries
 Coordinate all travel arrangements, including air, hotel, ground transportation,
and meal reservations, based on each Partner’s, Associate Partner’s, and Senior
Manager’s business needs and personal preferences
 Administer the timely procurement of visas and other travel documentation, as
required
 Arrange the most effective combination of transportation and accommodation
throughout the business trip
 Perform other related duties as requested or as responsibilities dictate, including regular
expense report preparation, maintaining up-to-date paper and electronic files, and assisting
case team members at the request of Partners, Associate Partners, or Senior Managers.
 Support Partners, Associate Partners, and Senior Managers with all documentation
preparation
 Partner with other Executive and Manager Assistants to provide general team support,
particularly during periods of personal leave
 Support marketing, recruiting, and other departmental activities as required