Administrative Assistant|On Contract|

WHAT YOU'LL DO

We are looking for an Administrative Assistant (“AA”) to support senior stakeholders, who could be either internally or client focused, from within our BCG- Advanced Capabilities Center. At BCG, AAs are an essential part of the team and are expected to grow throughout their careers, building and improving their skills to match the evolving needs of BCG.
Taking full responsibility for maintaining stakeholders’ demanding schedules our AAs are expected to act with initiative and pro-activeness and handle confidential information with utmost discretion. This position is also expected to work as a team with other Admin Assistants within the team. We expect the responsibilities of this role to be relatively fluid to meet the needs of our growing and changing team and customer base.
Throughout their career, AAs will continue to grow within the role, i.e., to learn new tasks, to improve on established ones, integrating “best practices” among their cohort and to adapt their work styles to best support the changing needs of the Managers they support. Activities will vary, depending on the Leader's work style and the existing workload. The duties described below make up a typical, but not necessarily complete list.
• Calendar Management: We expect the EA to actively manage the calendar matters for their assigned stakeholders with an overall understanding of business priorities to offer alternatives, trade -offs and consideration of the most efficient use of the stakeholders’ time.
• Scheduling Meetings: With minimum instruction, proactively follows up on emails when copied, and determine the most appropriate next steps related to scheduling more complex meetings, either in person or via VC solutions, that require participation from multiple stakeholders who often s it in multiple geographic locations.
• Travel Management: The EA will organize travel arrangements for all trips; anticipating and coordinating point-to-point travel and logistics needs, including but not limited to directions, commuting time and ground transportation, passport and visa processing
• Other ad-hoc activities: As time permits after handling core activities (calendar management, scheduling, travel, and expenses) assist with basic document formatting (MS Word, Excel, PowerPoint) and meeting planning.
• Assists assigned ACC Managers in other administrative tasks to leverage time, which may include to prepare reimbursement, medical insurance claims and keep tracking of travel days associated with tax filing in overseas, memoranda, slide decks, etc.
• Provides back-up assistance to relieving the reception desk for 1-2 days, as needed (in absence of the Front Office Executive)
• If required, work closely with the office manager to organize office level meetings and/or events such as Birthday celebrations, etc.

YOU'RE GOOD AT

Success in this role requires an ability to manage day-to-day operations at a high level of accuracy and timeliness, combined with an ability to step back in order to identify what we might do to perform (as individuals and a team) even better. Key qualities include
• Curiosity – a growth mindset, interest in understanding the big picture; always looking for ways to take our customer and client service to the next level
• Insight – a thoughtful approach to problem solving and analysis, an ability to look beyond the obvious, anticipate what your team/audience needs, and to sense-check your work; willing to take ownership and risks in order to get to a great answer
• Teaming – an ability to build and foster relationships across different parts of an organization, a brand that compels people to engage; proactively seeks opportunities to help others, will go above and beyond in order to get the job done
• Execution – demonstrated excellence in administrative support (calendaring, travel, expenses) in a complex customer setting; organized and sweats the small stuff; an ability to toggle quickly between tasks/priorities while maintaining high levels of accuracy and timeliness
• Organized – excellent at time and project management, has clear systems and composure to deal with multiple tasks at once and ensures everything gets done in a timely manner
• Flexible – must be able to perform successfully in a fast-paced environment; doesn't get frustrated by priorities changing; open to feedback

YOU BRING (EXPERIENCE & QUALIFICATIONS)
• Bachelor’s degree
• Excellent customer service experience
• Minimum of 2-4 years’ experience in a fast-paced environment (fast paced!) supporting senior executives, strongly preferred
• Strong command of Microsoft Office especially Outlook, excel and PowerPoint