Executive Assistant

Overview

• Provide administrative support to the Client Advisory Team, ensuring seamless operations and effective communication.
• Assist with client cash transactions, bill payments, and inter-departmental approvals using internal banking systems.
• Compose professional correspondence requiring financial vocabulary and firm knowledge.
• Coordinate scheduling, organize meetings, and manage calendar invitations for the team.
• Maintain Salesforce client records, send mailings, and create activity logs.
• Support compliance and audit-related requests with organized responses.
• Process expense reports, book travel, and assist with bookkeeping tasks.
• Collaborate with team members to create presentation materials for clients and prospects.

Key Responsibilities & Duties

• Handle routine client communication via telephone, email, and fax, documenting interactions in Salesforce.
• Prepare charts and materials for client meetings using Excel, Word, and PowerPoint.
• Coordinate account administration tasks, including opening accounts and asset transfers.
• Perform cash management functions and ensure compliance with fiduciary laws and policies.
• Assist with tax-related tasks, including gathering information and processing tax checks.
• Monitor account balances to prevent overdrafts and notify the team of potential issues.
• Supervise and process client bill payments as directed by the team.
• File correspondence and maintain organized documentation in internal databases.

Job Requirements

• Bachelor's degree in Arts (BA) or equivalent educational background.
• Minimum of 5 years of experience in administrative or executive assistant roles.
• Proficiency in Salesforce, Microsoft Office Suite, and internal banking systems.
• Strong organizational skills and ability to manage multiple tasks effectively.
• Excellent communication skills, both written and verbal, with a professional demeanor.
• Experience in finance or related fields is required.
• Ability to work on-site with flexibility for meetings and events.
• Commitment to a temporary assignment lasting three months.