Executive Administrative Assistant

Help make us the best we can be!

We are seeking a dynamic and highly organized Executive Administrative Assistant to support our team of elite financial advisors. The ideal candidate will be proactive, detail-oriented, and possess exceptional communication and multitasking skills. This role requires a high level of discretion, professionalism, and the ability to handle sensitive information with confidentiality.

At Stein Wealth Advisors we value teamwork and have a culture of making things better for clients at every opportunity. Our core values are to “Get” Clients, Get Better, Get Results & Get Excited!

Primary Duties and Responsibilities:

Reception

· Serve as the primary point of contact for client and other contacts, including screening calls, managing emails, and handling inquiries with professionalism and efficiency

· Prepare and edit correspondence, presentations, and reports for review

· Assist with special projects and initiatives as assigned, demonstrating flexibility and adaptability to changing priorities

· Greet clients for meetings, prepare conference rooms and make the client’s experience enjoyable

· Reply to general information requests with accurate information

Office Maintenance

• Maintain appearance and functionality of the office:
• Daily tidying of office, garbage disposal, general cleanup, organization, dishwasher turnover
• Maintain bathroom and kitchen supplies
• Oversight of maintenance and cleaning people (i.e. scheduling repairs and routine cleanings)
• Basic office upkeep (replacing light bulbs)
• Stocking drinks and snack bar
• Scheduling landscapers and maintaining patio

Administration

• Coordinate and organize meetings, conferences, and events, including logistics, agenda creation, and follow-up actions
• Maintain and update filing systems, databases, and records, ensuring accuracy and accessibility of information
• Handle sensitive and confidential information with the utmost discretion and professionalism
• Proficiency in computer word processing, spreadsheet, and database software
• Managing certain administrative projects throughout the year (Auditing database categories)
• Order and monitoring office supply inventory
• Scanning & filing of documents and managing the organization of the server
• Sort incoming mail, faxes, and deliveries for distribution

And prepare outgoing faxes, mail, and packages

• Forward incoming general e-mails to the appropriate staff member/Monitor info@steinwealth emails and manage Repchat
• Management of basic office equipment and technology (troubleshooting technology issues and facilitating fixes with IT tech, managing phone system)

Marketing Support

· Basic support of marketing director

Paperwork Processing & Tracking

• Prepare and process basic account applications and maintenance form

Cashiering

• Take and process clients cashiering requests
• Mobile deposits
• Check blotters

Compliance

· Check blotter and other compliance blotters

• Marketing and event support (administrative in nature) i.e. sending constant contact emails and syncing databases; sending monthly newsletter)

Qualifications

• Bachelor's degree preferred, or equivalent combination of education and experience
• Proven experience as an Executive Administrative Assistant or similar role, supporting business owners/executives
• Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively
• Strong attention to detail and accuracy in all work performed
• Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Discretion and confidentiality in handling sensitive information and business matters
• Ability to work independently with minimal supervision, as well as collaboratively within a team environment
• Flexibility to adapt to changing priorities and work in a fast-paced, dynamic environment

Benefits

• Competitive salary
• Comprehensive benefits package including health, dental, and vision insurance
• Retirement savings plan
• Paid time off and holidays
• Professional development opportunities
• Collaborative and supportive work environment

If you are a proactive and organized individual with a passion for providing high-level administrative support, we encourage you to apply for this exciting opportunity to join our team. Please submit your resume and a cover letter outlining your qualifications and why you are a good fit for this role.

Job Type: Part-time

Pay: $20.00 - $30.00 per hour

Expected hours: 24 – 30 per week

Benefits:

• 401(k)
• Paid time off

Schedule:

• 4 hour shift
• 8 hour shift
• Monday to Friday

Work Location: In person