Executive Assistant

Overview

• Serve as the primary administrative support for the Associate Client Advisors team, ensuring seamless operations and client satisfaction.
• Coordinate client cash transactions, bill payments, and inter-departmental approvals with precision and professionalism.
• Manage incoming communications effectively, ensuring timely responses and follow-ups to maintain high service standards.
• Compose and proofread correspondence using financial terminology, demonstrating knowledge of firm operations and systems.
• Organize meetings, luncheons, and scheduling for internal attendees, maintaining accurate calendar management.
• Collaborate with team members to create client presentation books and manage Salesforce records and reports.
• Provide bookkeeping and accounting support for client transactions as directed by the team.
• Assist with travel arrangements, expense reports, and physical client mailings to ensure efficient operations.

Key Responsibilities & Duties

• Process client cash transactions, including wires, ACHs, and internal account journals, ensuring accuracy and compliance.
• Maintain professional communication with clients and internal contacts via email and phone.
• Screen incoming communications and route them appropriately for timely action and follow-up.
• Compose and proofread correspondence, utilizing financial vocabulary and firm knowledge.
• Coordinate scheduling for meetings and luncheons, managing calendar invitations for the team.
• Update Salesforce records, manage mail merges, and create reports for client and team use.
• Provide bookkeeping and accounting support for transactions as directed by the team.
• Assist with travel arrangements, expense reports, and physical mailings, ensuring timely and secure delivery.

Job Requirements

• Bachelor’s Degree required, preferably in a relevant field.
• Minimum of 5 years of experience as an administrative assistant, preferably in a banking environment.
• Proficiency in handling client cash transactions and bill payment requests.
• Strong organizational skills and attention to detail for managing communications and scheduling.
• Experience with Salesforce for record management and reporting.
• Proficiency in bookkeeping and accounting tasks related to client transactions.
• Excellent written and verbal communication skills, including financial terminology.
• Ability to work on-site, adhering to a structured schedule of 8:30 AM to 5:30 PM.