Executive Assistant

Overview

• Provide administrative support to the Client Advisory Team, ensuring seamless operations and effective communication.
• Coordinate client cash transactions, bill payments, and inter-departmental approvals with professionalism and accuracy.
• Compose and proofread correspondence using financial terminology and firm-specific knowledge.
• Organize meetings, luncheons, and manage scheduling for internal and external stakeholders.
• Update and maintain Salesforce records, ensuring accurate client data and activity tracking.
• Collaborate on client presentation materials using Excel, Word, and PowerPoint.
• Support compliance and audit-related requests by compiling and organizing necessary information.
• Assist in travel arrangements and expense report processing for the team.

Key Responsibilities & Duties

• Handle routine communication with clients and advisors via various channels, ensuring professional and timely responses.
• Document client interactions in Salesforce for accurate record-keeping and follow-up.
• Prepare charts and materials for client and prospect meetings using internal systems.
• Coordinate account administration tasks, including opening accounts and asset transfers.
• Perform cash management functions, adhering to fiduciary laws and policies.
• Assist with tax-related tasks, including gathering information and processing payments.
• Monitor accounts to prevent overdrafts and ensure financial accuracy.
• Supervise and process client bill payments, maintaining detailed records.

Job Requirements

• Bachelor of Arts (BA) degree required, preferably in a related field.
• Minimum of 5 years of experience in administrative roles, ideally in finance.
• Proficiency in Salesforce, Microsoft Office Suite, and financial systems.
• Strong organizational skills and attention to detail for managing multiple tasks.
• Excellent written and verbal communication skills, including professional correspondence.
• Ability to work in a hybrid environment with flexibility for onsite meetings.
• Background check required prior to employment.
• Finance experience preferred, with knowledge of cash management and bookkeeping.