Administrative Assistant - Forrest Solutions : Job Details

Overview:

We are seeking a skilled and proactive Executive Concierge to provide comprehensive support to our Office Managing Partner (OMP) and Local Events Services Team. 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.

Responsibilities:

• 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 WebEx, 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 LinkedIn, 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, WebEx, social media tools (e.g., LinkedIn), and other emerging technologies.

Local Event Support Responsibilities:

• Arrange, coordinate and escort third party vendors (i.e., caterers and bartenders) to the appropriate location in the office
• Coordinate with event vendors to obtain Certificates of Insurance (COIs) and follow building COI processes
• Attend vendor calls as required by Local Event Manager
• Assist Local Event Services team with logistics for events and provide on-site support
• Act as the on-site point of contact for off-site events. Liaise between venue point of contact and Local Event Services team.
• Provide onsite (in-office) general event support as needed
• Perform site visits to local event spaces. Take notes on details of the space and take pictures of space itself to provide to Local Event Services team.
• Setup/modify restaurant reservations for non-complex events
• Assist with sending out calendar invites for events
• Register any non-company attendees in Envoy in advance of the event
• Assist Local Event Services Team with menu planning and catering coordination. The Local Event Manager will assist with firming up final guaranteed numbers and consult on catering contracts.
• Support Local Event Services team by ordering catering for events through ezCater
• Coordinate with internal customer and/or Local Event Services team to confirm set-up of event space within the office or off-site
• Manage parking validations for visitors at firm-sponsored events in accordance with local requirements and Firm guidelines
• Communicate in-office event details to the floor host team, including timing, location, vendors, guest count / external visitor count, requests for after hours / event continuation of HVAC and lighting, parking validations, etc.
• Provide and upload all event invoices and event information to the Microsoft event folder for records

Qualifications:

• Previous experience in an administrative or executive support role.
• Proficiency in Microsoft Office Suite and other relevant software.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Ability to work effectively in a fast-paced environment.
• Proactive and detail-oriented approach to tasks.
• Willingness to adapt to changing priorities and responsibilities.

If you meet these qualifications and are eager to join a dynamic team in providing exceptional support to our Office Managing Partner, we encourage you to apply.

Forrest Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.