Executive Assistant
1 day ago
West Des Moines
Job Description Executive Assistant to Managing Partner & Leadership Team Position Summary We are seeking a highly organized, proactive, and experienced Executive Assistant to support our Managing Partner, Directors, and Leadership Team. This is a high-impact role for a professional who thrives in a fast-paced environment, anticipates needs before they arise, and takes ownership of administrative and operational responsibilities. The ideal candidate is exceptionally detail-oriented, technologically savvy, and an expert in Microsoft Office. This individual will serve as a trusted partner to leadership by managing communications, coordinating priorities, improving workflows, and ensuring the firm's daily operations run efficiently. This is more than a traditional administrative role—we are looking for someone who enjoys solving problems, creating systems, improving processes, and helping leadership stay focused on serving clients and growing the firm. Key Responsibilities Executive & Administrative Support • Manage the Managing Partner's email inbox by reviewing, prioritizing, responding to, and following up on communications to ensure timely action., • Manage Directors' and other Partners' email communications by addressing routine matters, gathering necessary information, and escalating issues when appropriate., • Coordinate and maintain calendars for the Managing Partner, Directors, and other firm leaders, balancing priorities and scheduling conflicts., • Schedule meetings with managers and team members to obtain information needed to respond promptly to client inquiries., • Conduct daily check-ins with leadership to review priorities, deadlines, project status, and potential obstacles., • Prepare meeting agendas, take notes, document action items, and ensure follow-up tasks are completed., • Track assignments and commitments from meetings and proactively follow up to ensure deadlines are met., • Prepare reports, presentations, correspondence, and other professional business documents. Operations & Project Coordination • Monitor administrative production across the firm to ensure work is progressing efficiently and identify potential issues before they impact clients., • Coordinate operational tasks across departments to keep projects moving forward and ensure deadlines are consistently achieved., • Serve as the central communication hub between leadership, managers, and administrative staff., • Develop, document, and continuously improve administrative procedures, workflows, and operational systems., • Assist leadership with project management, strategic initiatives, and firm-wide implementation efforts., • Maintain project trackers and dashboards to monitor progress and accountability., • Research and recommend technology solutions, software, automation opportunities, and operational improvements that increase efficiency and scalability., • Identify workflow bottlenecks and recommend practical solutions to improve productivity. Financial & Client Support • Prepare and process client invoices accurately and timely., • Monitor Accounts Receivable (AR) and assist with billing follow-up and collections., • Maintain accurate client records and administrative documentation., • Support client onboarding and ensure all required documentation is complete., • Coordinate client communications on behalf of leadership while maintaining exceptional professionalism and responsiveness. Leadership Support • Maintain confidential client, employee, and firm information with the highest level of discretion and professionalism., • Anticipate leadership needs and proactively resolve issues before they become problems., • Assist with planning company meetings, events, training sessions, and special projects., • Perform additional executive, administrative, and operational responsibilities as assigned to support the continued success and growth of the firm. Qualifications • Minimum of 5 years of Executive Assistant, Office Manager, Operations Coordinator, or Senior Administrative experience supporting executives or business owners., • Expert-level proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams., • Outstanding organizational skills with the ability to prioritize multiple projects and deadlines in a fast-paced environment., • Exceptional written and verbal communication skills., • Strong attention to detail and commitment to producing high-quality work., • Demonstrated ability to maintain confidentiality and exercise sound judgment., • Experience managing executive calendars, scheduling, and high-volume email correspondence., • Experience with billing, invoicing, Accounts Receivable, or bookkeeping support is preferred., • Strong analytical and problem-solving skills with a continuous improvement mindset., • Comfortable learning and implementing new software, systems, and technology., • Self-motivated with the ability to work independently while collaborating effectively across departments., • Professional demeanor with excellent customer service and interpersonal skills., • High level of accountability, initiative, and follow-through. Preferred Qualifications • Experience working in an accounting, financial services, legal, consulting, or other professional services firm., • Experience with project management software, CRM systems, workflow automation, or document management platforms., • Bachelor's degree in Business Administration, Communications, or a related field is preferred but not required with equivalent professional experience. What We're Looking For The ideal candidate is: • Highly organized and exceptionally dependable., • Proactive rather than reactive., • Comfortable working directly with senior leadership., • Skilled at anticipating needs and solving problems independently., • Technologically savvy and eager to learn new systems., • Calm under pressure and able to manage competing priorities., • Committed to continuous improvement and operational excellence., • Passionate about helping a growing organization become more efficient and successful. Why Join E&M, PLLC? This is more than an Executive Assistant position. It's an opportunity to become a trusted member of our leadership team and play a vital role in the continued growth of our firm. Your work will directly impact our operations, our team, and the experience we provide to our clients. If you're looking for a career where your organizational skills, initiative, and leadership support can truly make a difference, we'd love to hear from you. Company DescriptionAbout E&M, PLLC At E&M, PLLC, growth, exceptional client service, and an outstanding workplace culture go hand in hand. Founded in 2018, our firm has grown from a small team of five professionals to a thriving organization of more than 30 talented team members—and we're still growing. Our success is built on strong leadership, a commitment to delivering exceptional service, and a team that genuinely enjoys working together while supporting one another's success. We embrace a "work hard, play hard" philosophy. Every day, we strive to exceed our clients' expectations while fostering a collaborative, positive, and engaging work environment. We celebrate our accomplishments, encourage innovation, and invest in the professional and personal growth of our team members. Our culture is built on professionalism, accountability, integrity, and teamwork. We believe that when our employees thrive, our clients benefit. That's why we seek individuals who are driven, solution-oriented, and committed to continuous improvement. Most importantly, our clients are at the center of everything we do. We pride ourselves on being responsive, detail-oriented, and building long-term relationships based on trust, reliability, and exceptional service. If you're looking for an opportunity to become an integral part of a growing firm where your contributions are valued and your work makes a meaningful impact every day, we'd love to meet you.About E&M, PLLC\nAt E&M, PLLC, growth, exceptional client service, and an outstanding workplace culture go hand in hand.\nFounded in 2018, our firm has grown from a small team of five professionals to a thriving organization of more than 30 talented team members—and we're still growing. Our success is built on strong leadership, a commitment to delivering exceptional service, and a team that genuinely enjoys working together while supporting one another's success.\n\nWe embrace a "work hard, play hard" philosophy. Every day, we strive to exceed our clients' expectations while fostering a collaborative, positive, and engaging work environment. We celebrate our accomplishments, encourage innovation, and invest in the professional and personal growth of our team members.\n\nOur culture is built on professionalism, accountability, integrity, and teamwork. We believe that when our employees thrive, our clients benefit. That's why we seek individuals who are driven, solution-oriented, and committed to continuous improvement.\n\nMost importantly, our clients are at the center of everything we do. We pride ourselves on being responsive, detail-oriented, and building long-term relationships based on trust, reliability, and exceptional service.\nIf you're looking for an opportunity to become an integral part of a growing firm where your contributions are valued and your work makes a meaningful impact every day, we'd love to meet you.