Who You'll Work With

Optimize is the procurement capability of the firm creating leading solutions and experiences across our supplier ecosystem; enabling colleagues and the firm to live our purpose confidently.

We are structured as 8 categories (Real Estate, Travel, External Workers, HR/Benefits, Learning, External Client Capabilities, Events and IT) and 7 functions (Purchasing, Sourcing, Risk, Sustainable Procurement, Operations, Tech Enablement Solutions and Way Optimize Works).

You'll work at our Miramar office as part of our Optimize team supporting the Global leader of Optimize and 2 Directors. You will work with and collaborate closely with a wide range of stakeholders both within Optimize and the firm globally.

What You'll Do

You will have 3 areas of responsibilities - Executive Assistant responsibilities (70%), office facilities coordination (20%) and Sustainable Procurement Coordination (10%).

EA Responsibilities:

• Proactively manage calendar and travel end-to-end, resolve conflicts and make confident decisions on 3 supported colleague's behalf; build an understanding of priorities and translate them into relevant actions across multiple impact areas.
• Build effective and collaborative relationships with ecosystem of the supported colleague (e.g., global firm leaders, relevant internal/external groups, large portfolio of firm vendors) and leverage these to deliver on daily tasks.
• Consistently produce well-organized, accurate deliverables.
• Manage time sheet and expense submissions; proactively drive support for people processes (e.g., scheduling, tracking, compiling feedback, note-taking, etc.). Prioritize own tasks without guidance and adapt new ways of working to drive efficiencies.
• Understand optimal use and contribute to continual improvement of tools by championing within the community and providing feedback supporting development of such tools, etc.

Office facilities coordinator:

• Onboard new colleagues including office show around, support with seating, provide equipment/suppliers, facilitate necessary paperwork (e.g. i9), and provide ongoing support locally.
• Assist with planning and coordinating of office on/offsite events including planning, scheduling and management of event, logistics, communications, budget etc.
• Verify service provider meets service levels such as ensure supplies and pantry are stocked, office is maintained; provide feedback to service provider and ensure emergency situations are completed in a timely and effective manner.
• Develop, maintain and carry out of Disaster Recovery Plans.
• Contribute to and shape a vibrant and collaborative office community; actively participate in local and firm-wide initiatives.

Sustainable Procurement Coordination:

• Assist in data collection and analysis of sustainability metrics, preparing reports on progress and achievements.
• Support supplier performance monitoring and evaluation to ensure adherence to sustainability criteria using the firm's performance platform.
• Educate and train colleagues on sustainability practices, policies, and platform.

Qualifications

• Bachelor's degree
• 5+ years of proven experience as C-suit Executive Assistant
• Client orientation/service orientation
• Comfortable with ambiguity and change, exhibiting agility, flexibility and adaptability
• Proactive and confident in taking initiative
• Critical thinking and strong problem-solving skills
• Demonstrated sound judgement in difficult situations, comfortable making decisions
• Effective workload planning and task execution
• Independence and ownership of tasks
• Ability to work autonomously
• Openness to new solutions and emerging innovative mindset
• High level of attention to detail
• Very strong written and verbal communication across audiences
• Relationship building team player mentality
• Drive to develop self and others
• Emerging leadership mindset