Executive Assistant

Overview

• Support a client advisory team in a financial services firm, focusing on cash management and client-facing responsibilities.
• Handle client cash transactions, bill payment requests, and inter-departmental approvals with professionalism and accuracy.
• Compose and proofread professional correspondence using financial vocabulary and firm knowledge.
• Coordinate meetings, luncheons, and calendar scheduling for internal and external attendees.
• Maintain Salesforce records, manage client communications, and generate reports for the advisory team.
• Assist with compliance and audit-related requests, ensuring timely and organized responses.
• Provide bookkeeping and accounting support for client transactions as directed by the advisory team.
• Prepare and send physical mailings, ensuring secure and timely delivery to clients.

Key Responsibilities & Duties

• Act as the point person for client cash transactions and bill payment requests, including wires, ACHs, and internal account journals.
• Communicate professionally with clients and internal teams via email and phone to ensure transaction accuracy.
• Collaborate with Associate Client Advisors to create presentation books for clients and prospects.
• Organize and schedule meetings, luncheons, and calendar invitations for the client advisory team.
• Update and maintain Salesforce client records, including contact information and activity logs.
• Assist with compliance and audit-related requests, compiling information and organizing responses.
• Process expense reports and book travel arrangements for advisory team members.
• Prepare and send physical mailings via courier services, ensuring secure delivery.

Job Requirements

• Bachelor’s degree required, preferably in a relevant field.
• Minimum of 5 years of experience as an administrative assistant, ideally in a financial services firm.
• Proficiency in handling client cash transactions and bill payment requests.
• Strong organizational skills and ability to manage multiple tasks efficiently.
• Experience with Salesforce for client record management and reporting.
• Excellent communication skills, both written and verbal, with a professional demeanor.
• Ability to work collaboratively with internal teams and external clients.
• Background check required prior to employment.