Admin/Assistant

Purpose:
This full?time position is primarily responsible for project coordination and administrative support of Principals in a fast?paced, client?focused environment.
As a Senior Administrator, you are accountable for assisting the Principals you are assigned in their respective management group by facilitating their various day?to?day administrative responsibilities as well as providing a wide range of support to their projects, their teams, and practice area.
This position takes day?to?day direction from the Principals and reports to the Senior Manager of Administration & Facilities.
The Senior Administrator is a member of the Business Support Services (BSS) team, and provides general administrative support, as well as back?up support as needed.
Major Responsibilities:
? Project Coordination and Support o Initiate and/or coordinate Project Start Forms, conflict checks, engagement letters and proposals with Principals.
• Assist with monthly invoicing and project budgets with Project Managers and/or Associates assigned to cases as needed.
• Understand client contracts to determine monthly billing requirements, including write? offs and holds with minimal Principal oversight in some cases.
• Provide monthly and/or weekly budget updates as needed/directed.
• Follow?up and obtain monthly invoices from outside experts.
• Follow?up and obtain late invoice payments directly with client or procurement officer.
• Maintain all project files from inception including, but not limited to, contracts and confidentiality agreements and ensure they are signed by all appropriate parties.
• Ensure that project team members are aware of all case?related responsibilities and deadlines and keep everyone on track with reminders.
• Document production including proposals, errata, subpoenas, affidavits, and testimony.
Also provide editing and proofreading support as requested.
• With working knowledge of project teams, offer project forecasting insights, inputs as needed and elevate issues with Principals as needed.
NORTH AMERICA EUROPE ASIA-PACIFIC 2 Principal/Firm Administrative Support o Support Principals' Firm duties by acting as key point of contact for Corporate Services (CS) groups to ensure Principals' corporate administrative obligations are met and best practices are followed, always keeping Principals informed of issues and changes.
• Identify 'value?add' opportunities and deliver administrative support in a proactive manner.
• Coordinate extensive domestic and international travel for Principals (and occasionally other team members) to client meetings and/or marketing opportunities.
• In conjunction with Marketing, research and identify external targets for monthly business development purposes including outreach and meeting scheduling; coordinate external speaking opportunities including tracking dates, providing materials to organizers, assisting with presentations, etc.
• Ensure Principals' resumes and bios are regularly updated.
• Prepare and submit expense reports and assist Principals with expense approvals.
• Assist Principals with their calendars including day?to?day schedules/tasks and suggest ways to maximize Principals' time.
• Coordinate, prepare agendas, create PowerPoint slides, and attend all practice area meetings; provide catering and meeting set?up as needed; document and distribute action items from practice area meetings to attendees and any necessary follow?up.
• Prioritize and delegate tasks to Administrative Services Assistants as needed.
• Perform special/ad?hoc tasks in conjunction with or as requested by Principals.
Corporate Services/General Support Coordination o Work cross functionally with other offices and departments such as Accounting, Legal, and Marketing to ensure all project or corporate obligations are met both individually and for principals.
• Assist with event planning as directed.
• Work with Marketing to update and maintain client contact information in InterAction and assist Principals with annual holiday cards and other client mailings.
• Assist HR by coordinating Principals' calendars for reviews and recruiting efforts and alert HR of any potential issues or conflicts.
• Provide Reception coverage and back?up support to other BSS team members in their absence and/or when their workload necessitates support.
• Provide back?up support and assistance to Facilities Services Assistants as needed.
• Assist with BSS initiatives as needed.
Knowledge Skills and Abilities:
Education:
? Bachelor's degree preferred; will consider experience in lieu of degree.
NORTH AMERICA EUROPE ASIA-PACIFIC 3 Experience:
? Requires a minimum of three (3) years executive/senior?level administrative experience, preferably in a professional services field and team environments.
• Project coordination or management experience desired.
Software and Skills:
? Advanced knowledge of Microsoft Word, PowerPoint, and Outlook required, solid understanding of MS Excel expected.
• Database and budget tracking experience expected.
• Experience working with a contacts database is a plus.
• Ability to learn systems and processes quickly.
Mental/Physical Requirements:
? Effective time management and organization across all projects and Principals' Firm responsibilities.
• Ability to thrive in fast?paced office environment handling multiple tasks and demands concurrently.
• Must be able to work independently, exercising sound judgment and escalating matters when appropriate.
• Strong professional communication skills, both written and oral.
• Takes ownership of position and exhibits accountability in all job?related functions and responsibilities.
• Acute attention to detail skills and the ability to produce visually appealing error?free work required.
• Ability to adapt easily to change is expected.
• Uphold confidentiality of firm and client information.
• Willingness to work in a collaborative and collegial team environment.
Additional Requirements:
? Perform duties of a confidential nature.
• Evening/weekend work may be expected/required.
• Occasional travel.

Dexian is a leading provider of staffing, IT, and workforce solutions with over 12,000 employees and 70 locations worldwide.
As one of the largest IT staffing companies and the 2nd largest minority-owned staffing company in the U.S., Dexian was formed in 2023 through the merger of DISYS and Signature Consultants.
Combining the best elements of its core companies, Dexian's platform connects talent, technology, and organizations to produce game-changing results that help everyone achieve their ambitions and goals.

Dexian's brands include Dexian DISYS, Dexian Signature Consultants, Dexian Government Solutions, Dexian Talent Development and Dexian IT Solutions.
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Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.