Job Description

Job Description

Job Title: Administration-Executive Assistant                          

Reports To: Partner

FLSA Status: Non-Exempt

Department: Administration

Summary: To provide support to a partner.

Duties and Responsibilities include the following:

• Attend to phone calls from clients and update partner with call list. *

• Will be a gatekeeper for the Partner.

• Schedule executive meetings inclusive of lunch and dinner.*

• Assist clients in real estate transactions, employment matters, matrimonial matters, entity formation, and maintenance, review and summarize contracts and agreements.

• Delegate work amongst team staff.

• Interact with clients

• Maintain strong communication with partners on the status of client matters.

• Monitor all open legal issues involving the client.

• Anticipate and evaluate issues and risk

• Get lunch for partner or partner meetings as needed. *

• Receive visitors. *

• Prepare correspondence to clients or outside vendors. *

• Coordinate and arrange dial-in and conference calls. *

• Coordinate, assemble, and deliver financial meeting packages. *

• Schedule, book, and coordinate all travel plans inclusive of: *

1. Airfare
2. Hotel
3. Restaurant reservations
4. Itinerary preparation
5. Calendar input

• Review partner credit card statements for accuracy, coding, and delivery to the bookkeeper for payment.*
• Filing and organization of paperwork. *
• Liaison between partner and IT to ensure partner equipment is working properly. *
• Tracking and assembling of tax packages, tax returns, and cash flows.
• Tracking and completion of partner Continuing Professional Education (CPE) credits and Certified Public Accountant (CPA) license renewals.*
• Prepare and send engagement letters and demographic information sheets to new clients. *
• Track receipt of engagement letters and demographic information sheets from new clients. *
• Update Smartsheets with new client information. *
• Cover reception when needed. *
• Track tasks for Partners that have been completed and are in process. *
• Track and record Partners' timesheets. *
• Order and pick up lunch for Partner. *
• Keep track of partner miles, points, and subscriptions. *
• Dial-in phone calls for Partners. *
• E-mail correspondence when asked. *
• Make personal appointments and order flowers when needed. *
• Respond to urgent meeting requests via cell phone or at home when needed. *
• Open and sort partner mail. *
• Coordinate partner signing of checks, wires, and urgent requests. *
• Strict confidentiality is required. *
• Other related duties as assigned. *

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills:

Oral and Written Communication Skills

Fluent command of English

Professionalism

Time Management

Organizational Skills

Proficiency in Excel

Proficiency in Word

 Education / Experience:

High School Diploma or equivalent       

Physical Demands / Work Environment

Standing, walking, crouching, and regular lifting up to 15 pounds.

Frequent use of hands and reaching with hands and arms.

Regular talking, hearing, seeing, and sitting.

Moderate to loud noise level.

Risk of electrical shock.

NKSFB is an Equal Opportunity Employer 

W_e collect your personal information when you apply for employment at NKSFB, LLC. To learn more about our data privacy practices, please view our Employee Privacy Policy here._ http://www.nksfb.com/employee-privacy-policy/#3 

I have read this job description and completely understand my duties and responsibilities.  I am able to perform the essential functions of this job with or without a reasonable accommodation.  If I have any questions about job duties not specified in this description that I am asked to perform, I will discuss them with my immediate supervisor or Human Resources.

Company Description

NKSFB, LLC is the largest business management firm in the country, with seven West and East Coast offices and more than 600 employees. We work alongside the world’s top artists in music, film, and television, as well as athletes, executives, entrepreneurs, and other high achievers, offering a sophisticated range of concierge-style services to meet their lifestyle management needs.