We seek a highly organized and detail-oriented Executive Assistant / Client Service Associate to join our team. This role involves supporting our executives with high-level administrative tasks and serving as clients' main point of contact to ensure smooth office operations. The ideal candidate will be a proactive problem solver with exceptional communication skills and a client-first mindset.
Key Responsibilities:
Executive Support:
- Work directly with executives to support all aspects of their daily work routines.
- Maintain executives' calendars, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
- Organize and prepare for meetings by gathering materials, distributing agendas, and handling logistics.
- Prepare, reconcile, and submit executives' expense reports.
- Answer and respond to phone calls, communicating messages and information to executives.
- Compose and prepare correspondence for executives' signatures.
- Keep executives advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Maintain confidential and sensitive information.
Client Service and Office Administration:
- Manage client meeting schedules and coordinate calendars.
- Follow up on outstanding document requests from clients and third parties.
- Assist with client service requests to maintain high client satisfaction.
- Prepare meeting materials for client meetings.
- Process incoming and outgoing mail.
- Answer and direct incoming phone calls professionally.
- Research and book travel arrangements and out-of-office meetings.
- Coordinate office supplies and equipment maintenance.
Team Collaboration:
- Coordinate work with other executive assistants as needed.
- Liaise with internal and external executives on various projects and tasks.
- Support other departments or executives with additional tasks as needed.
Qualifications:
Required:
- 3–5 years of experience as an Executive Assistant, Personal Assistant, or similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Outstanding organizational and time management skills.
- Excellent verbal and written communication skills.
- Experience managing multiple calendars and booking travel.
- Strong attention to detail and ability to multitask in a fast-paced environment.
Preferred:
- Bachelor's degree (Associate's degree with significant experience may be considered).
- Experience in financial services or a Registered Investment Advisory (RIA) firm.
- Familiarity with CRM systems.
- Experience in creating and editing presentations and other related materials.
- Knowledge of internal process development and filing systems.
What We Offer:
- Competitive salary with discretionary bonus
- Professional development opportunities.
- Collaborative and supportive work environment.
Work Expectations:
- 7 - hour workday (plus lunch), 30-hour workweek, 4 days a week.
- Availability to extended hours during busy periods.
We are an equal-opportunity employer and value diversity in our organization. If you are looking for an opportunity to thrive in a fast-paced, dynamic environment, we encourage you to apply and become part of our team!
Pay: $60,000 - $70,000 per year