Executive Assistant

som; New York (NY); On-site; USD 90,000 - 150,000; Full time

Job summary

SOM seeks an Executive Assistant to support the CFO, CLO, and CPO with discretion and proactive collaboration across internal teams and external partners. The role includes calendar management, travel planning, expense processing, and coordinating complex schedules in a fast-paced, global environment.

You will manage confidential matters, prepare reports and presentations, and drive administrative projects that improve efficiency for the Officers and teams.

Qualifications

• Bachelor's Degree or higher preferred or equivalent corporate experience.
• Minimum of 5+ years' experience in executive level support.
• Excellent interpersonal, written, and verbal communication skills.

Responsibilities

• Represents the CFO, CLO, CPO with discretion, proactivity, and clear communication with internal teams and external collaborators.
• Manage sensitive matters with professionalism, confidentiality, and judiciousness.
• Maintains routine personal business matters including expense reports, travel itineraries, timesheets, corporate credit card, communication device billing, and other required needs.
• Maintains routine function invoices including vendor management and appropriate approvals and submission to Accounts Payable and Vendor Management as required.
• Prioritize and organize incoming tasks and communications based on urgency and business impact with a strong mix of technical software fluency, strategic organization, and interpersonal judgment.
• Attends and documents key team meetings; track action items and follow up to ensure accountability as required.
• Conducts research as requested by the CFO, CLO. and CPO.
• Maintains CFO, CLO, CPO schedules; calendars, travel; team and project team meetings.
• Efficiently manages and coordinates multiple complex calendars for individuals and teams, ensuring optimal scheduling and alignment. Demonstrates advanced multitasking skills in a fast-paced, dynamic environment.
• Coordinates travel arrangements, including flights, accommodations, updating calendar with details.
• Collaborate with cross-functional teams, globally, to facilitate effective communication and information sharing.
• Prepare presentations, agendas, reports, special projects and other documents in support of objectives for the team.
• Coordinates with Executive Assistants across the Firm to ensure smooth scheduling of meetings.
• Independently identifies, organizes and implements a variety of administrative projects seeking efficiencies for the Officers and team.
• Understands to collaborate with internal teams to prepare for client meetings in house and manages logistics for client visits, including conference room booking, catering arrangements, and guest services.
• Ensures all external guests are properly registered in the security system for smooth building access and check-in.
• Professionally prepared to meet and greet clients, creating a positive first impression and ensuring a warm and hospitable environment.
• Maintains contact database along with routine electronic filing system.
• Performs miscellaneous support duties and dedicates necessary time beyond routine hours as required including last minute needs to assist Officers in meeting business commitments.

Skills

Interpersonal skills

Written communication

Verbal communication

Education

Bachelor's degree or higher

Equivalent corporate experience

Job description

At SOM, we are a collective committed to shaping a better future for our clients, communities and planet. We aspire to create the most sustainable, impactful work through creative, interdisciplinary teams with all the resources and diversity of a global firm. We value those who are passionate about excellence, innovation, integrity, inclusivity, and collaboration. Together we can achieve great things.

Success at SOM Means

• Ideas: We believe in a meritocracy of ideas. We look to everyone to actively contribute to the discourse in the firm.
• Knowledge: We believe that expertise is the result of lifelong learning. We are not expected to know everything, but rather to passionately pursue answers, develop new skills and deepen our knowledge.
• Product: We strive for excellence in the concept, quality, and delivery of our work.
• Individual: We value individuals who bring the highest standards of professionalism and personal integrity in the way they work. Each person can develop and contribute their wealth of attributes, skills and knowledge to support the overall health of the firm.
• Team: We value the power of interdisciplinary integration. A positive team culture in which everyone collaborates openly towards common goals is essential.
• Firm: We have a history of making transformative contributions to the profession and our communities. We are constantly innovating and attempting to bring new approaches, solutions and processes to our work.

Executive Position Responsibilities

• Represents the CFO, CLO, CPO with discretion, proactivity, and clear communication with internal teams and external collaborators.
• Manage sensitive matters with professionalism, confidentiality, and judiciousness.
• Maintains routine personal business matters including expense reports, travel itineraries, timesheets, corporate credit card, communication device billing, and other required needs.
• Maintains routine function invoices including vendor management and appropriate approvals and submission to Accounts Payable and Vendor Management as required.
• Prioritize and organize incoming tasks and communications based on urgency and business impact with a strong mix of technical software fluency, strategic organization, and interpersonal judgment.
• Attends and documents key team meetings; track action items and follow up to ensure accountability as required.
• Conducts research as requested by the CFO, CLO. and CPO.
• Maintains CFO, CLO, CPO schedules; calendars, travel; team and project team meetings.
• Efficiently manages and coordinates multiple complex calendars for individuals and teams, ensuring optimal scheduling and alignment. Demonstrates advanced multitasking skills in a fast-paced, dynamic environment.
• Coordinates travel arrangements, including flights, accommodations, updating calendar with details.
• Collaborate with cross-functional teams, globally, to facilitate effective communication and information sharing.
• Prepare presentations, agendas, reports, special projects and other documents in support of objectives for the team.
• Coordinates with Executive Assistants across the Firm to ensure smooth scheduling of meetings.
• Independently identifies, organizes and implements a variety of administrative projects seeking efficiencies for the Officers and team.
• Understands to collaborate with internal teams to prepare for client meetings in house and manages logistics for client visits, including conference room booking, catering arrangements, and guest services.
• Ensures all external guests are properly registered in the security system for smooth building access and check-in.
• Professionally prepared to meet and greet clients, creating a positive first impression and ensuring a warm and hospitable environment.
• Maintains contact database along with routine electronic filing system.
• Performs miscellaneous support duties and dedicates necessary time beyond routine hours as required including last minute needs to assist Officers in meeting business commitments.

Leadership Responsibilities

• Inspires and leads others by example, participates in staff mentoring and training, clearly defines team member expectations and responsibilities, empowers others, and delegates where appropriate based on team members' recognized abilities and potential.
• In collaboration with team members, contributes to a clear and consistent work plan to achieve the project budget, deliverables, and schedule.
• Actively engages in internal professional development opportunities.
• Contributes to the implementation of sustainable strategies in all project assignments and the associated development of staff knowledge.
• Contributes to the development of standards, policies, and procedures.
• Protects SOM from financial and legal risk.

Minimum Qualifications

• Bachelor's Degree or higher preferred or equivalent corporate experience.
• Minimum of 5+ years' experience in executive level support.
• Demonstrates excellent interpersonal, written, and verbal communication skills.
• Demonstrates strong organ