Reporting to the Executive Vice President, the Administrative Assistant provides detail-oriented, deadline-driven administrative support and coordination to the Executive Vice President and Chairman. The position requires an organized, articulate professional who can interact effectively with executives, as well as with the firm’s current and prospective clients, and work collaboratively with his/her colleagues. The position requires clarity of thought, exemplary communication skills and tactfulness, superior organizational skills, ability to be discreet, ability to manage complex and competing priorities, attention to detail, strong customer service skills, and flexibility. The incumbent will also provide back up support to the Executive Assistant. The Administrative Assistant will manage various administrative duties, primarily: weekly submission of billable time and expenses, filing of client materials and office materials, tracking outstanding tasks to be completed, coordination of travel logistics, as well as some printing and binding jobs. Duties to be coordinated with the Executive Assistant and/or done in a backup capacity include: coordination of calendars and appointments, inbound and outbound calls and messages, and preparing client support materials.
Time and Expense Reporting: Collect receipts and calendared time from EVP and Chairman, prepare and submit client time and expense reports. Work with finance team to reconcile discrepancies.
File and Document Management:
As directed by the Executive Vice President, maintains materials needed for the current days meetings as well as any documents requiring signatures, and any time sensitive materials. This also includes all weekly reports/updates from GG+A internal departments.
Ensures relevant client engagement information is complete, thorough, well-documented, organized, and easily accessible. Requires the collection and filing of information following client visits, and identifying and taking initiative on follow-up items. The objective is to ensure that client and other information is captured following all consulting activities; and that follow-up items are recognized and completed in a timely fashion.
Creates PowerPoint documents in support of speeches/presentations and/or client deliverables (e.g., reports). Edits and prepares for signature correspondence which may be prepared by other staff.
Mail and E-mail Management:
Prioritize and ensure that all incoming correspondence and mail requiring action or attention is acted upon in a timely manner. Redirect requests to others as appropriate.
Manage all incoming and outgoing mail.
Telephone Calls: Answers, screens, and routes incoming calls.
Travel Coordination and Client Scheduling.
As soon as possible upon receiving a travel itinerary, enter the details of each flight, train, rental car, and/or car service on calendar
Manage schedule, including air and ground transportation and logistics, hotel accommodations, and client meeting locations and agendas. This requires detailed knowledge of meeting and accommodation locations and travel times; as well as preferences and expectations of the EVP and Chairman.
Manage all aspects of the calendar for internal and external meetings. This requires initiative and appropriate discretion and careful tracking of commitments, prioritizing client requests, and accommodating daily changes to the schedule.
Send email to clients or other contacts to reconfirm the next day’s meetings or calls. Review all emails continuously throughout the day, making note of any commitments to place calls, conduct meetings, plan visits, or follow up.
Conferences: Expected to assist and/or attend GG+A Staff conferences. These are held over weekends three times a year.
Other duties as assigned.
GG+A embodies a high-performance culture. It is client-centric and committed to responding swiftly to client needs and requirements. It is a challenging environment that seeks intelligent, self-motivated individuals who are achievement-oriented.
Ability to manage multiple projects and competing priorities in a fast-paced, deadline-driven environment
Motivated to find ways of improving processes and look for ways to help
Superb interpersonal communication skills, including impeccable verbal and written communication skills, exceptional proofreading and copy editing skills
Proactive, self-starter capable of advanced planning and ability to anticipate the needs of a busy executive.
Time and task management skills
Results orientation with high expectations for quality and accuracy
Ability to exercise sound judgment; critical thinker, and communicative, consultative problem solver
Demonstrated proficiency with Microsoft Office, particularly with PowerPoint, Outlook, and Excel
Strong customer service orientation and commitment to meeting deadlines
At least 2-3 years experience in administrative work/work as an Administrative Assistant.
Additional Salary Information: Eligible for a 5% Bonus. Employee Benefits include medical, dental, vision, life insurance, flexible spending account, long-term care insurance, short- and long-term disability, 401(k) with employer match, transit benefits, health club reimbursement, pet insurance, paid time off (PTO) and 9 holidays plus a day off for your birthday.
GG+A is one of the leading international consultancies providing philanthropic services and counsel to a range of non profit organizations across the global voluntary sector. Its primary mission is to assist its clients in the improvement and acceleration of their fundraising programs, to align those programs with their core mission, and ensure their sustainability.
GG+A has built a high-perfor...mance culture across all of its products and services. It is client-centric and committed to responding swiftly to client needs and requirements. It is a challenging environment that seeks intelligent, energetic, self-motivated individuals who are achievement-oriented and have high integrity. The firm’s strategy is to continue to grow, serving a widening global constituency of nonprofits, especially in the sectors of higher education, academic healthcare, independent schools, arts and culture, and selected institutions in human services and national and global charities.