Bain & Company Inc

  • Team Leader and Executive Assistant

    Job Location US-CA-Los Angeles
    Job ID
    2019-3266
    Posted Date
    2/6/2019
    Category
    CSS Admin
    Type
    Regular Full-Time
    Location : Location
    US-CA-Los Angeles
  • Overview

    If you enjoy leading a motivated, diverse, supportive team and also want to remain a subject matter expert as a high-level executive assistant, this role is for you!

     

    In this dual role, 30% of this job will be program management and supervision of the Los Angeles Executive and Manager Assistants and 70% of this job will be supporting diversified administrative duties for two members of the LA Management team.

    Responsibilities

    Team Leader Responsibilities & Duties:

    Executive and Manager Assistant Program Management:

    • Management of EA/MA recruiting activities including hiring, onboarding, training and integration of new hires
    • Ongoing design and monitoring of practices related to EA/MA satisfaction and retention, including ongoing contact, mechanisms for EA/MA connectivity, professional development opportunities, training etc.
    • Ongoing design and monitoring of practices which ensure appropriate coverage and meeting of office standards (including monitoring of the EA/MA back up models)
    • Hours tracking and timesheet approval
    • Act as first line of support for EA/MA issues
    • Develop recommendations and partner with relevant parties (partners, HRM, HRVP) to resolve EA/MA issues, align program activities and goals set by local office
    • Other duties and activities as assigned or as responsibilities dictate

    Executive Assistant Responsibilities & Duties

    • Manage all day-to-day scheduling activities for assigned Partners including client and non-client meetings
    • Maintain appointment calendar, coordinate with other internal and external contacts; schedule and reschedule appointments as needed on a daily basis to ensure consistency with predetermined objectives
    • Coordinate all travel arrangements for assigned Partners to include air travel, hotel, car, and other reservations as required
    • Coordinate or produce written correspondence and presentation-quality slides in a timely and accurate manner
    • Review and screen all incoming phone calls to Partners and assist callers in a timely and professional manner
    • Provide timely response to all callers as indicated by Partners or situation and follow-up on issues as required
    • Provide assistance to Partners in sending outgoing messages to teams and/or outside clients
    • Track and process all Partners’ expense and time reporting for submission to Finance
    • Organize and provide file management support to Partners
    • Maintain accurate records and files including information related to assigned clients, cases, practice areas and internal programs as needed
    • Organize all internal meetings for Partners to include conference room scheduling and ordering/setup of meals
    • Maintain Partners’ contact list in Outlook and CRM database.  Coordinate Partners’ electronic/print mailings
    • Support a variety of internal programs and initiatives as required or assigned including recruiting program support and participating in the organization of Case team and company-sponsored activities

    Qualifications

    • Bachelor’s degree or an equivalent combination of education, training and experience is required
    • A minimum of three to five years experience in providing direct administrative support to executive levels is required
    • Prior supervisory experience is preferred
    • Demonstrated leadership abilities
    • Outstanding written and verbal communication skills are required as is the ability to work both independently and as an integral member of various teams
    • Strong organizational skills and detail-orientation necessary
    • Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously
    • Ability to deal with a high level of confidential information
    • Exercises appropriate judgement in handling complex situations
    • Comprehensive knowledge of computer software applications such as Microsoft Outlook, Word, Excel, and PowerPoint is required

     

     

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