Executive Assistant

About the Role

The role of an Executive Assistant is multifaceted, and you will be expected to wear many hats. You will be the primary point of contact for senior executives, handling correspondence, preparing presentations, and conducting research as needed. Your ability to maintain confidentiality and handle sensitive information with discretion will be essential in this role.

Maximus Partners is a professional services firm that specializes in CFO advisory and executive search. As such, you will be working in a dynamic and rapidly changing environment that requires flexibility, adaptability, and a willingness to learn. You will be part of a team that values collaboration, innovation, and excellence, and you will be expected to embody these values in your work.

What You Will Do

• Manage complex calendars, ensuring that all appointments, meetings, and deadlines are up to date and accurate
• Coordinate travel arrangements, including booking flights, hotels, and rental cars, and preparing itineraries
• Oversee expense management, including processing expense reports, reconciling credit card statements, and maintaining accurate records
• Provide administrative support to senior executives, including preparing presentations, handling correspondence, and conducting research as needed
• Develop and maintain filing systems, both physical and digital, to ensure that all records are accurate, up to date, and easily accessible
• Coordinate events, including meetings, conferences, and seminars, and ensure that all logistical arrangements are in place
• Maintain confidentiality and handle sensitive information with discretion
• Develop and implement processes and procedures to improve administrative efficiency and effectiveness
• Provide backup support to other administrative staff as needed

What We Are Looking For

• Bachelor's degree preferred, although relevant experience and skills can be considered in lieu of formal education
• 5+ years of experience supporting senior executives, ideally in a consulting, finance, or professional services environment
• Strong organizational and time management skills, with the ability to prioritize tasks effectively and meet deadlines
• Excellent communication and interpersonal skills, with the ability to build strong relationships with colleagues, clients, and stakeholders
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Experience with CRM systems and expense platforms, such as Concur or Expensify
• Strong attention to detail and ability to maintain accuracy and precision in all aspects of work
• Ability to work independently, with minimal supervision, and to take initiative and make decisions as needed

Nice to Have

• Experience working in a remote or virtual environment, with the ability to work independently and manage time effectively
• Familiarity with digital tools and platforms, such as Zoom, Slack, or Asana, and the ability to learn new systems quickly
• Certification in administrative support, such as the Certified Administrative Professional (CAP) or the Certified Executive Administrative Professional (CEAP)
• Experience with event planning and coordination, including venue selection, catering, and audiovisual arrangements

Benefits and Perks

• Competitive salary and benefits package, including health, dental, and vision insurance, 401(k) matching, and paid time off
• Opportunity to work with a dynamic and rapidly growing company, with a strong reputation in the professional services industry
• Collaborative and supportive work environment, with a team that values innovation, excellence, and teamwork
• Professional development opportunities, including training, mentorship, and education assistance
• Flexible work arrangements, including remote work options and compressed workweeks
• Access to the latest technology and tools, including laptops, smartphones, and software subscriptions
• Recognition and rewards for outstanding performance, including bonuses, promotions, and public recognition

• To stand out in your application, be sure to highlight your experience with digital tools and platforms, such as Microsoft Office, CRM systems, and expense platforms.
• Develop a strong understanding of the company's values and mission, and be prepared to explain how your skills and experience align with these values.
• Practice your time management and prioritization skills, as these will be essential in this fast-paced and dynamic role.
• Consider earning a certification in administrative support, such as the CAP or CEAP, to demonstrate your expertise and commitment to the field.
• Be prepared to provide specific examples of your experience and skills, and to explain how you have applied these in previous roles.
• Research the company's culture and work environment, and be prepared to ask informed questions about the team and the role.
• Develop a strong portfolio that showcases your skills and experience, and be prepared to discuss your portfolio during the interview process.