Executive Administrative Assistant

We are looking for an intelligent and mature individual to fill the position of an Executive Assistant to a Certified Financial Planner Professional up to 20 Hours per week.

Executive Assistant Job Description

As an executive assistant, you’ll be the right-hand person to the financial planner or advisor. Your responsibilities extend beyond routine administrative tasks; you’ll enable the executive to focus on high-level leadership and strategic functions. Here are the key aspects of the role:

• Scheduling and Organization:
• Coordinate appointments: Manage the executive’s calendar, schedule meetings, and arrange client consultations.
• Prioritize tasks: Help the executive allocate time effectively by identifying critical tasks and deadlines.
• Communication Management:
• Emails and Phone Calls:
• Review, prioritize, and respond to emails promptly.
• Answer and return phone calls: Ensure timely communication with clients and colleagues.
• Note-Taking: Attend meetings and take accurate notes.
• Administrative Support:
• Document Management:
• Organize documents: Maintain records, contracts, and client files.
• Prepare paperwork: Assist with new account setup and service documentation.
• Client Service Requests:
• Facilitate and resolve: Address client inquiries, requests, and issues efficiently.
• Handle transactions: Ensure accuracy and timeliness in client-related tasks.
• Correspondence:
• Generate and mail letters: Prepare correspondence related to client accounts and services.
• Customer Service:
• In-Person and Over the Phone:
• Provide exceptional service: Interact with clients professionally and courteously.
• Address inquiries: Respond promptly to client queries and concerns.
• Technology and Systems:
• Computer Systems Management:
• Navigate multiple systems: Handle paperwork and data entry efficiently.
• Stay organized: Maintain digital records and client information.
• Meeting Coordination:
• Client Meetings:
• Schedule appointments: Arrange client consultations and follow-ups.
• Prepare meeting materials: Gather necessary documents for client discussions.
• Adaptability and Flexibility:
• Unique Preferences:
• Understand the executive’s working habits: Adapt to any specific preferences or routines.
• Travel Arrangements: If the executive travels frequently, include responsibilities related to travel planning.

Qualifications and Benefits

• Skills and Qualifications:
• Strong organizational skills
• Excellent communication (both written and verbal)
• Proficiency in office software (e.g., Microsoft Office, Excel, CRM, quick learner.
• Attention to detail
• Ability to multitask and prioritize effectively
• Benefits:
• Compensation varies with experience, schedule flexibility
• Exposure to financial planning and investment industry
• Opportunity to work closely with experienced professionals

Job Type: Part-time

Pay: $18.50 - $35.00 per hour

Expected hours: 15 – 20 per week

Benefits:

• Flexible schedule

Schedule:

• 4 hour shift

Application Question(s):

• Can you pass a detailed background check - required for securities industry?

Experience:

• Microsoft Excel: 3 years (Required)
• Microsoft Powerpoint: 3 years (Required)
• Personal assistant: 3 years (Required)

Ability to Commute:

• S-4 Bend, OR 97701 (Required)

Work Location: In person