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 President and three other founding partners. Additional duties include coordinating meetings, head-quarter office maintenance, supporting with operational tasks and receptionist duties.
Coordinating calendar, travel, meetings, and schedule arrangements for our President and Partners. 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, reserving conference rooms, booking catering, registering guests, greeting upon arrival, and directing them appropriately.
Manage the ordering of office supplies and pantry items
Other administrative tasks as assigned by Management
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