Calendar Management

• Schedule meetings, resolve conflicts, and prioritize commitments
• Help managers and partners prioritize and process new demands on their time
• Arrange conference rooms, catering, presentation materials, and audio/visual setup as needed for meetings

Communications

• Correspond with clients directly on behalf of partners and managers to schedule meetings, and act as representative and extension of your partner and manager in communication to clients and internal colleagues
• Draft, type, and proofread letters, memos, documents, presentations, and reports as requested, and coordinate with relevant teams to respond to incoming proposals and requests
• Track correspondence with important relationships in contact management system
• Receive, screen and route phone calls, mail, and correspondence for partners and managers as requested

Travel

• Coordinate domestic and international travel arrangements including air, train, hotel, and ground transportation reservations and adjust reservations and any affected meetings as necessary
• Provide logistic support to team of individuals that is traveling (e.g., provide maps between locations, make group dinner reservations, etc.)
• Compile itineraries
• Where needed, help with procurement of visas and identifying other necessary pre-travel prep (e.g., vaccinations)

Admin Operations

• Support the recruitment team in managing the hiring process
• Assisting in managing the company events, weekly team meetings and workshops Vendor Management
• Visa Processing for Project/Business Tours
• Assisting in overall coordination and floor operations

• Comprehensive knowledge of computer software applications such as Microsoft Word, Excel, and PowerPoint, and ability to learn new technology quickly, is required
• Outstanding written and verbal communication skills are required
• Must be able to work both independently and as an integral member of various teams
• Strong organizational skills and attention to detail
• Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
• Interest in and enthusiasm for the nonprofit sector and the administrative field
• Commitment to strong performance, high standard of accountability, and openness to feedback
• Must be comfortable working in a fast-paced environment and calm under pressure
• Must have an articulate, diplomatic, and highly responsive communication style
• Must have a solution-oriented approach to conflicts
• Must be highly adaptive to management styles and changing needs, reprioritizing tasks and projects as needed

Other responsibilities

• Compile and submit monthly time and expense reports for partners and managers
• Work with staff, venues, and vendors to coordinate complex meetings, convenings, team retreats, and social events
• Collaborate with other secretaries on phone coverage, work sharing, and general team support
• Assist internal teams with tracking correspondence and data
• Perform research as needed
• Perform other related duties as requested or as responsibilities dictate