Executive Assistant

Why Ryan

• Competitive Compensation and Benefits
• Business Connectivity Reimbursement (Phone/Internet)
• Gym Membership or Equipment Reimbursement
• LinkedIn Learning Subscription
• Flexible Work Environment
• Tuition Reimbursement After One Year of Service
• Accelerated Career Path
• Award-Winning Culture & Community Outreach

The Executive Assistant uses experience and professionalism to perform administrative duties for an individual group or department. This role may work for one or several department professionals board members division heads officers or managers and is a high-level support role. The positions primary focus is to provide outstanding administrative support while representing the Firm in a professional and positive manner. Daily tasks will be demanding and varied and should be handled with the utmost confidentiality.

Successful Ryan team members embrace and live Ryans values of Pursue Excellence Wired to Win Generosity Matters Build Trust and Integrity Always and will embody and demonstrate accountability.

Duties and responsibilities as they align to Ryans Key Results

People:

• Acts as an extension of the Leader dealing with colleagues and clients in the utmost professional manner.
• Maintains communications (email written phone and fax) while the Leader is traveling.
• Maintains a positive attitude at all times and provides assistance when other Executive Assistants are unavailable.
• May mentor and train less experienced team members.

Client:

• Prepares reports meeting minutes and correspondence.
• Creates and edits documents spreadsheets and presentations.
• Manages schedules arranges appointments and itineraries and ensures meetings begin on time with preparation materials delivered in advance. Requires extensive coordination and follow-up to ensure all meetings are scheduled properly and effectively to make the best use of the Leaders time.
• Coordinates meetings travel and conference calls and completes expense reports.
• Answers the telephone transfers phone calls and takes accurate and concise messages.
• Organizes and prioritizes multiple tasks and completes them under strict time constraints.
• Manages daily correspondence and filing.
• Reads sorts and distributes incoming mail. When necessary routes client documentation to ensure timely delivery to Managers when client deadlines are involved.
• In addition to the above responsibilities Executive Assistants whether employed full-time or part-time will be responsible for office administrative tasks and duties including those in the office at the direction of the Principal in Charge.

Value:

• Handles and safeguards confidential and sensitive company and personal information.
• Identifies and works to improve internal processes and works to develop Firm policies as needed.
• Reviews and edits client-related documentation.
• Maintains client and administrative filing procedures.
• Remains knowledgeable of business unit and corporate policies.
• Assists with other projects as needed.
• Performs advanced tasks under minimal supervision and other duties as assigned.

Education and Experience:

• High school diploma and five or more years of experience serving as an assistant to the practice management level of a firm.
• Must possess strong grammatical and proofreading skills. Extensive experience handling contacts of a sensitive complex and confidential nature.

Computer Skills:

To perform this job successfully an individual must have advanced skills in Microsoft Word Excel Access PowerPoint Outlook and internet navigation and research.

Certificates and Licenses:

A valid drivers license is required and Notary Public status is preferred.

Supervisory Responsibilities:

This job has limited or no supervisory responsibilities

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