Bain & Company Inc

Executive Assistant (Floater)

US-CA-San Francisco
Job ID
2017-2323
Posted Date
6/28/2017
Category
Administrative Support
Type
Regular Full-Time
US-CA-San Francisco

Overview

The Executive Assistant (Floater) will provide comprehensive administrative support for Partners and/or Managers on a floating / as needed  basis in a full-time capacity. This will involve meeting and calendar management, coordination and arrangement of travel schedules, weekly time and expense reporting, graphic presentations, and other related duties as required.  Work with other EAs in a team environment to provide the best support/coverage possible for Bain’s executive staff.

Responsibilities

  • Coordinate calendars and schedule meetings (client and non-client).  Resolve scheduling conflicts as they arise and prioritize issues to ensure an effective time management approach.  Communicate agendas and respond to calendar changes as needed
  • Receive, screen, route all incoming calls, mail, publications and correspondence, proactively handle questions and information requests
  • Organize internal meeting for Partners to include conference room scheduling and ordering/setting up meals
  • Maintain Partner’s contact list in Outlook and LinkBain (CRM database).  Ensure contacts are resolved and classified appropriately in LinkBain.  Coordinate Partner’s electronic/print mailings and event activity
  • Act as an interface for clients and all levels of Bain staff with the Partners, as appropriate.
  • Coordinate detailed travel arrangements with Bain Travel and outside agencies including air, hotel, ground transportation, visas and meal reservations, as business needs and personal preferences dictate (provide travel itinerary)
  • Submit time and expense reports according to established weekly schedules
  • Type and proof correspondence including letters, memos, documents and reports as requested or as circumstances dictate 
  • Produce computer graphics for client presentations using PowerPoint if needed
  • Collaborate with other Executive Assistants to provide phone coverage, work coverage and general team support
  • Support a variety of internal programs and initiatives as required or assigned including organizing case team events, offsite meetings and other company sponsored events
  • Provide program management support for the EA/MA Team in the Bay Area including calendar coverage maintenance, budgeting, updating allocation team chart and planning quarterly meetings and social gatherings
  • Reception coverage as needed and assigned
  • Perform other related duties as requested or as responsibilities dictate, e.g., maintain up-to-date paper and electronic files, etc.

 

 

IND123

Qualifications

  • Bachelor’s degree or an equivalent combination of education, training and experience is required
  • A minimum of five years executive administrative support experience
  • Outstanding written and verbal communication skills are required
  • Ability to work independently and as an integral member of various teams. Highly motivated; self starter
  • Strong organizational and communication skills
  • Meticulous attention to detail necessary
  • Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
  • Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint is required
  • Strong customer service focus
  • Works cooperatively with other team members, strong interpersonal skills
  • Handles situations with poise, understanding and tact

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