Job Summary:
The position of Executive Assistant is a dynamic role with a diversified number of assigned daily tasks. The primary responsibility of this position is to provide administrative support to our team. Additional duties include coordinating meetings, head-quarter office maintenance, supporting with operational tasks and receptionist duties.
Responsibilities:
- Coordinating calendar, travel, meetings, and schedule arrangements. Includes initiating contact, scheduling appointments, securing supplies & equipment, and booking meeting space and/or facilities.
- Managing executives’ calendars/daily schedule to include prioritizing meeting requests, tracking action items and commitments of executives and following-up to ensure completion.
- Draft, review and send communication as needed.
- Performs administrative and functional activities, answering and transferring phone calls, accepting, and distributing mail, coordinating advisor and staff appreciation gifts.
- Help facilitate office meetings, holiday parties, reserving conference rooms, booking catering, registering guests, greeting upon arrival, and directing them appropriately.
- Manage the ordering of office supplies and pantry items
- Order and send out client gifts and charitable donations, including finding new vendors as needed
- Submit team expenses for reimbursement
- Manage and track referrals and prospects
- Other administrative tasks as assigned by Management
Qualifications:
- 1-3 years in an administrative role, financial industry experience a plus
- Bachelor’s degree in Finance or other business-related field or equivalent professional experience preferred
- Skill in operating various office and software programs (i.e., Microsoft Office, Salesforce and/or Redtail CRM, Adobe Acrobat). Exceptional Microsoft Word & Excel skills are highly preferred.
- Ability to communicate tactfully with clients, advisors, and staff members
- Ability to manage competing priorities in a calm and professional manner
- High level of confidentiality, discretion, and professionalism
- Excellent oral and written communication skills
- Ability to organize, prioritize, and handle multiple tasks within established timeframes
