Executive Assistant

Executive Assistant Overview

• The Executive Assistant will provide comprehensive administrative support to the Client Advisory Team, ensuring seamless operations and client satisfaction.
• Collaborate with team members to manage client cash transactions, bill payments, and inter-departmental approvals efficiently.
• Compose professional correspondence and maintain effective communication with internal and external contacts, including clients and prospects.
• Coordinate meetings, luncheons, and calendar schedules to optimize team productivity and client engagement.
• Maintain Salesforce records, manage mail merges, and generate reports to support client advisory operations.
• Assist in preparing presentation materials and charts for client and prospect meetings using Excel, Word, and PowerPoint.
• Provide bookkeeping and accounting support for client transactions and process expense reports promptly.
• Support compliance and audit-related requests by compiling necessary information and organizing team responses.
• Offer flexible support to other Client Advisory Teams as required, fostering collaboration and operational excellence.

Executive Assistant Key Responsibilities & Duties

• Manage client cash transactions, including wires, ACHs, and account journals, ensuring accuracy and timely processing.
• Screen incoming communications, route them appropriately, and ensure timely follow-up for client satisfaction.
• Compose and proofread correspondence, utilizing financial terminology and firm-specific knowledge.
• Coordinate meetings and luncheons, managing schedules and invitations for internal and external attendees.
• Maintain Salesforce records, update contact information, and manage external client communications effectively.
• Prepare presentation books and materials for client and prospect meetings, ensuring high-quality deliverables.
• Process expense reports and book travel arrangements for team members promptly.
• Assist in account administration tasks, including opening accounts, cash management, and tax-related activities.
• Support client service operations by documenting communications and preparing materials for presentations.

Executive Assistant Job Requirements

• Bachelor of Arts (BA) degree required, demonstrating strong academic foundation.
• Minimum of 5 years of experience in administrative support roles, preferably in client services.
• Proficiency in Salesforce, Microsoft Office Suite (Excel, Word, PowerPoint), and internal applications.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Excellent communication skills, both written and verbal, with attention to detail.
• Knowledge of bookkeeping and accounting practices to support financial transactions.
• Flexibility to work onsite 3-4 days per week, with potential for full-time onsite during training.
• Ability to collaborate effectively with team members and external contacts to achieve organizational goals.
• Commitment to maintaining confidentiality and professionalism in all interactions.