Executive Assistant

Overview

• Provide administrative support to the Client Advisory Team, including Associate Client Advisors, Client Advisors, and Senior Client Advisors.
• Coordinate client cash transactions, bill payments, and inter-departmental approvals with frequent communication via email and phone.
• Screen incoming communications, ensuring timely action and professional follow-up with internal and external contacts.
• Compose well-proofed correspondence utilizing financial vocabulary and knowledge of firm operations.
• Organize meetings, luncheons, and calendar scheduling for the Client Advisory Team.
• Maintain Salesforce client records, manage mail merges, and create reports for client and team activities.
• Assist in bookkeeping, expense reporting, and travel arrangements for the team.
• Support compliance and audit-related requests by compiling and organizing necessary information.

Key Responsibilities & Duties

• Handle routine communication with clients and advisors via telephone, email, and fax, documenting interactions in Salesforce.
• Prepare charts and materials for client and prospect presentations using Excel, Word, and PowerPoint.
• Coordinate account openings and asset transfers with Client Administration Support and external agents.
• Perform cash management functions, ensuring adherence to fiduciary laws and policies.
• Assist clients' CPAs with tax information gathering and processing tax payments.
• Monitor potential overdrafts and proactively address issues with the team.
• Supervise and execute client bill payments as directed by the advisory team.
• File correspondence and documentation in internal databases for tracking purposes.

Job Requirements

• Bachelor of Science degree required; background in finance or professional services preferred.
• Minimum of 5 years of experience in administrative roles, preferably supporting advisory teams.
• Proficiency in Salesforce, Microsoft Office Suite, and internal banking systems.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent communication skills, both written and verbal, with professional demeanor.
• Experience in bookkeeping, expense reporting, and travel arrangements.
• Ability to handle sensitive client information with discretion and confidentiality.
• Flexibility to adapt to hybrid work arrangements and occasional onsite requirements.