Executive Assistant

Hart Howerton; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

Hart Howerton in New York seeks an Executive Assistant to support the CEO and manage executive-level communications. The role coordinates calendars, meetings, travel, and client interactions to ensure smooth operations across the firm’s offices.

The ideal candidate has a Bachelor's degree with at least 6 years of executive/administrative experience, exceptional organization, and discreet handling of confidential information. On-site role in NYC.

Qualifications

• Bachelor's degree or equivalent experience required.
• 6+ years of executive or administrative experience preferred.
• Maintains confidentiality and security of sensitive information.
• Reliable attendance in office 5 days per week.
• Strong communication and organizational skills.

Responsibilities

• Interface with CEO and clients; provide high-end, front-line support.
• Manage calendar, travel arrangements, and meeting logistics.
• Prepare proposals, reports, and correspondence for projects.
• Coordinate expenses, timesheets, and project-related documents.
• Support marketing and internal administrative workflows as needed.
• Assist with event coordination and office operations.

Skills

Confidentiality

Office management

Communication

Multi-tasking

MS Office

Team collaboration

Problem solving

Scheduling

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office (Word/Excel/Outlook)

Adobe

Job description

The Executive Assistant’s primary role is to support the CEO in the New York office as well as to facilitate administrative functions throughout the firm. The Executive Assistant’s role contributes to the overall efficiency of the firm by providing administrative support and executive level communication both within Hart Howerton and externally to clients and consultants.

Responsibilities

• Client Interface: Provide high-end, professional ‘front line’ interface for CEO’s contacts and clients in person, via email, and over the phone.
• Calendar Management: Maintain and manage appointments by tracking availability while CEO is present in the office and traveling. Coordinate and schedule availability to attend various firm, team and project meetings, performance reviews, interviews, etc.
• Meetings: Assist in coordinating and preparing for firm, project and client meetings which may require document scanning, photocopying, editing and revising documents and/or presentations often with tight deadlines. Coordinate meeting preparation by scheduling, arranging and delivering meals and beverages, preparing dial-in information for participants, and delivering relevant materials to the meeting.
• Travel and Expense Reports: Coordinate travel arrangements, including but not limited to air and land transportation, lodging, appointment of onsite contact person at destination, book dining reservations and create travel files to accurately account for all trip related itineraries and receipts. Coordinate with travel agency for best time and cost options, present to executives and finalize booking. Process monthly expense reports and credit card reconciliations in a timely manner.
• Proposals: Receive information via print, email, or verbal and prepare, format and send proposals for projects managed by the CEO and other teams within the firm.
• Continuing Education & Professional Licensing: Track, maintain and process multi-state continuing education records and keep professional licensing current. Use tracking system to manage when requirements are due, review coursework options with CEO and register for courses. Prepare and provide documents needed before course as needed.
• Marketing: Interface with internal marketing team and external marketing consultants, assist with mailings to various marketing groups.
• Billing Letters and Project Management Plans: Prepare and send numerous billing letters for projects. Prompt monthly PMP requests and coordinate meetings with PMs to accomplish PMPs in a timely manner on a monthly basis.
• Timesheets: Collect information and input the CEO’s weekly timesheets, in a timely manner.
• Weekly PAB (Principals Advisory Board) Calls: Participate in PAB calls as needed, take meeting minutes when required.
• Special Event Coordination: Work with Social Committee and Staff on various office events. Be knowledgeable and professional in New York dining, booking and hospitality.
• Contact databases: Maintain and manage CEO’s contact databases; support CEO by sending out individual emails as well as large group emails to external clubs and foundations.
• Deliveries: Prepare overnight deliveries, drop off at shipping vendor, or other designated locations when necessary.
• General: Provide general administrative support by coordinating workflow, information, project schedules, production, accounting, consultants, clients, and other entities involved in both corporate and project work.
• Support: Serve as a reliable administrative resource to both the firm and the broader team. Support others in the firm when the CEO is traveling.
• Other duties as may be assigned, including but not limited to personal errands.

Qualifications

• Bachelor's degree or equivalent experience
• 6+ years of executive or administrative experience

Requirements and Skills:

• Maintains confidentiality and security of sensitive employee and firm information.
• Reliable attendance in office 5 days per week.
• Well-organized, detail-oriented, ability to plan, organize, multi-task and use time effectively. Strong follow-up skills.
• Experience in managing multiple priorities, administrative coordination, and logistics.
• Exceptional communication skills, both verbal and written.
• Effectively able to work well with others at all levels of the company, both onsite and remote.
• Ability to quickly analyze and resolve problems and adhere to applicable laws and firm mission, using initiative, industry experience, and good business judgment.
• Ability to read and interpret written information including business documents, contracts, forms, email correspondence and follow instructions.
• Ability to prepare reports, correspondence and memos.
• Work independently as well in team environments, and under general supervision.
• Provides prompt and courteous customer service.
• Working knowledge of PC based desktop computers and server-based networks. Proficient in Microsoft Suite: Word, Excel and Outlook. Use of Adobe is preferred.

Our Mission: Our firm’s practice is interdisciplinary. We think in terms of designing complete environments that respond to market, environmental and client objectives. We are committed to the professional growth of our staff and promote collaboration, a team environment and sharing knowledge firm-wide and with our clients.