Executive Assistant

Executive Assistant Overview

• The Executive Assistant will provide comprehensive administrative support to the Client Advisory team, ensuring seamless operations and client satisfaction.
• This hybrid role requires flexibility to work onsite and remotely, adapting to team needs and schedules.
• Collaborate with internal departments and external contacts to manage transactions, communications, and client interactions effectively.
• Assist in preparing client presentations, maintaining records, and managing compliance-related documentation.
• Support team members in organizing meetings, luncheons, and travel arrangements to ensure operational efficiency.
• Utilize Salesforce and internal systems to update client records, track communications, and generate reports.
• Engage in bookkeeping and accounting tasks, including cash management and bill payment functions.
• Provide proactive administrative support to enhance team productivity and client service delivery.
• Opportunity for conversion to a permanent role based on performance and organizational needs.

Executive Assistant Key Responsibilities & Duties

• Manage client cash transactions, bill payment requests, and coordinate inter-departmental approvals efficiently.
• Screen incoming communications, route them appropriately, and ensure timely follow-up actions.
• Compose professional correspondence using financial terminology and firm-specific knowledge.
• Collaborate on creating presentation materials for client and prospect meetings.
• Organize meetings, manage scheduling, and coordinate calendar invitations for the advisory team.
• Maintain accurate client records in Salesforce, including contact updates and activity logs.
• Process expense reports, book travel, and support compliance and audit-related requests.
• Handle routine client communications and document interactions in Salesforce.
• Perform account administration tasks, including opening accounts and managing asset transfers.

Executive Assistant Job Requirements

• Bachelor of Arts (BA) degree required, preferably in a relevant field.
• Minimum of 2 years of experience in administrative support roles, preferably in client-facing environments.
• Proficiency in Salesforce and internal banking systems for record management and transaction processing.
• Strong organizational skills to manage schedules, meetings, and client-related documentation.
• Excellent communication skills for professional correspondence and client interactions.
• Ability to perform bookkeeping and accounting tasks with attention to detail.
• Flexibility to work onsite and remotely, adapting to team and client needs.
• Familiarity with compliance and audit processes in financial services environments.
• Capability to manage multiple priorities in a fast-paced, client-focused setting.