Senior Administrator

The Brattle Group, a privately held, global economic consulting firm, is looking for a Senior Administrator to join our Rome office.

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 to 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 Manager of Administration & Facilities. The Senior Administrator is a member of the Business Support Services (BSS) team, and provides general administrative support, supports Firm and BSS initiatives, collaborates on projects and administrative needs across offices, and provides back-up support to Facilities and other BSS functions as needed.

Some of the day-to-day responsibilities of this role include:

Project Coordination and Support

• Initiate and/or coordinate Project Start Forms, conflict checks, engagement letters and proposals with Principals
• Assist with monthly invoice 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
• Coordinate administrative support for tender processes, including the preparation and submission of required documentation, coordination with Legal and other relevant teams, and tracking of deadlines and changing requirements
• With working knowledge of project teams, offer project forecasting insights, inputs as needed and elevate issues with Principals as needed

Principal/Firm Administrative Support

• 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

• 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, and collaborate on cross-office projects and administrative needs as required
• 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 to support the operational needs of the office
• Assist with Firm and BSS initiatives as needed
• Provide administrative and project support to the Manager of Administration & Facilities as needed
• Work collaboratively and flexibly across BSS functions, providing support outside of assigned day-to-day responsibilities when business needs, workload, or office coverage require it

THE CANDIDATE

• Bachelor’s degree preferred; will consider experience in lieu of degree
• 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
• 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
• 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; fluency in Italian and English
• 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
• Perform duties of a confidential nature
• Evening/weekend work may be expected/required
• Occasional travel

Brattle offers a competitive benefits package, base salary, and bonus program for eligible roles based on individual and firm performance. The anticipated base gross salary range for this position in Rome is €40,000 - €50,000 annually. Actual salary will depend on a variety of factors, including experience and training.

Must have legal right to work in Italy.