Executive Administrative Assistant

A wealth management firm focused on elevating the financial planning experience by creating plans that align clients' vision, values, and goals with their financial journey, is seeking a dynamic, detail-oriented, self-starter to serve as their Executive Administrative Assistant. This fully in office role will be responsible for helping the Partners maximize their time, create efficiencies in their calendar, and ensure the best possible experience for all prospective and current clients. Additionally, this role will be responsible for various office management duties. The ideal candidate for this role will have excellent interpersonal skills and will thrive working in a fast-paced, high-growth environment where they will work on several different projects at a time.

Responsibilities include, but are not limited to:

EXECUTIVE SUPPORT:

• Maintain & protect Partner calendars which includes scheduling meetings, appointments and conferences.
• Work with prospective clients to schedule introductory calls with the Partners.
• Monitor Partner email accounts and respond on behalf of the Partners or forward to appropriate team members.
• Prepare and distribute presentations, newsletters and other communication.
• Manage meeting logistics including invitations, RSVPs, catering, required technology, etc.
• Assist in planning and support of internal and client-facing events including team events, holiday gatherings, and marketing or client appreciation experiences.
• Assist the Partners by being an extension of the office which involves answering questions on behalf of the Partners, directing inquiries to appropriate parties, scheduling engagements with Partners, and proactively working to resolve issues that arise when able and appropriate.
• Coordinate Partner travel arrangements.
• Personal errands as necessary

GENERAL OFFICE SUPPORT:

• Greet clients arriving for in-office meetings.
• Answer incoming calls to the Firm and Partners.
• Tactical management of gifting strategies.
• Preparation of internal meeting agendas and PowerPoint decks.
• Order office supplies, snacks and miscellaneous departmental supplies.
• Assist in overall office upkeep and general office duties (e.g. mail, watering plants, cleaning)
• Coordinate quarterly team volunteer events.
• CRM database input and management of appointment and email set regarding to CRM.
• Track continuing education requirements for all team members.
• Maintain calendar of team member time off, birthdays, anniversaries, life milestone and recognition programs.
• Other duties as assigned.

QUALIFICATIONS:

• Bachelor's Degree
• Five plus years supporting a C-Level Executive preferred.
• Excellent MS Office knowledge.
• Commitment to maintain a high degree of confidentiality.
• Work effectively with people at all levels.
• Present a helpful, get-it-done attitude.
• Strong written and oral communication skills.
• Ability to multi-task and work in a fast-paced environment.

JO:  5431