Administrative Assistant

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We are seeking a skilled and proactive Executive Concierge to provide comprehensive support to our Office Managing Partner (OMP). This role requires a high level of attention to detail, strong organizational skills, and the ability to handle multiple tasks simultaneously.

This position will play a pivotal role in ensuring the smooth functioning of our office environment. It requires a hands‑on approach, excellent organizational skills, and the ability to handle a wide range of tasks efficiently. The ideal candidate will excel in calendar management, email support, and various administrative tasks using Microsoft Outlook and other relevant tools. They will also thrive in a dynamic and fast‑paced setting, demonstrating strong communication skills and a commitment to delivering high‑quality service.

Shift: Monday‑Friday | Hours: 8am‑5pm | Pay: $28

• Provide on‑site administrative support for the OMP.
• Manage the OMP’s calendar effectively using Microsoft Outlook, ensuring all appointments and meetings are scheduled accurately and efficiently.
• Provide email support to the OMP, managing correspondence and responding to inquiries in a timely manner.
• Assist with CPE & CPA related tasks as needed.
• Coordinate office and conference room reservations.
• Arrange gifts for clients and staff members as required.
• Support OMP with reporting.
• Coordinate services and provide administrative assistance as necessary.
• Edit, gather content, and distribute the monthly office newsletter on behalf of the OMP.
• Assist in setting up or modifying restaurant reservations.
• Aid in travel planning and maintain travel profiles accordingly.
• Monitor, review, and submit expense reports in compliance with firm requirements.
• Process Passport/Visa requests efficiently.
• Maintain and synchronize time daily for the OMP.
• Track time spent on Executive Concierge responsibilities in accordance with prescribed time‑tracking methods.
• Assist in coordinating meetings and events for the OMP and local office.
• Ensure scheduling conflicts in the OMP’s calendar are resolved promptly.
• Arrange and schedule conference calls via Web Ex, Teams, and video conference platforms.
• Coordinate catering needs for the OMP using preferred vendors.
• Format, edit, and brand various documents for the OMP.
• Provide support and troubleshooting for Microsoft Suite applications.
• Facilitate electronic signatures for documents as required.
• Generate reports and conduct informational searches as requested.
• Update profiles, such as Linked In, for the OMP as needed.
• Conduct client research to support OMP initiatives.
• Distribute marketing releases and manage subscriptions for the OMP.
• Meet and escort visitors for the OMP as necessary.
• Maintain regular communication with partners/MDs through touchpoints.
• Attend monthly OMP EC virtual meetings and special topic calls to stay connected with the OMP EC Community and expectations.
• Demonstrate proficiency in Microsoft Office Suite, Web Ex, social media tools (e.g., Linked In), and other emerging technologies.
• Work both independently and collaboratively in a team environment with minimal oversight.
• Maintain collaborative shared spaces and meeting areas throughout the office, ensuring cleanliness and organization according to established standards.
• Monitor and replenish supplies, including paper for printers, on a regular basis during floor walks.
• Provide hands‑on customer support, assisting with tasks such as moving boxes and setting up meeting rooms as requested.
• Perform scheduled floor walks to ensure optimal condition of office space, reporting any issues and tracking their resolution.
• Arrange, coordinate, and escort third‑party vendors for on‑site work, ensuring satisfactory completion of tasks.
• Support audio/video equipment troubleshooting and meeting room setups, ensuring all technology is functioning properly.
• Monitor reservation systems and coordinate meeting room setups as requested.
• Maintain cleanliness and organization of storage closets and office spaces in compliance with safety standards.

• Previous experience in an administrative or executive support role.
• Proficiency in Microsoft Office Suite…