Executive Assistant

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Job description

Position Summary:

Join this top Asset Management firm in a highly visible Executive Assistant position supporting their Client Advisory team. The position will provide seamless administrative support to the Client Advisory Team consisting of an Associate Client Advisor, Client Advisor, and Senior Client Advisor.

Responsibilities:

Screening of incoming communications and routing for timely action and follow-up.

Professional communication with both internal and external contacts, including significant prospect and client relationships.

Provide direct and pro-active administrative support to all members of the CA Team; primary support for Associate Client Advisors with respect to all cash management and bill payment functions.

Bookkeeping/accounting work for various transactions with clients, as directed by the CA team, putting emphasis on bill pay, money movement, and wire transfer experience.

Compose well written and email correspondence, which may require the use of financial vocabulary and broad knowledge of the firm's operations, systems, and employees.

When appropriate collaborate with the ACAs to create presentation books for clients and prospects.

Comprehensive organization of meetings and luncheons as needed; coordinate scheduling for internal attendees and manage calendar invitations for the CA team.

Establish effective working relationships with colleagues and external contacts; may be required to provide flexible support to other CA Teams as directed.

Update all contact information, send mass mailings, create ticklers, log calls, and create activities in Salesforce.

Responsible for maintaining current Salesforce client records for the CA Team and managing external client mail merges, event invitations, and Salesforce reports.

Process expense reports and book travel for all members of the CA Team.

Compile information and organize CA Team's responses to Compliance and Audit-related requests.

Client Service Responsibilities (as directed by the CA Team):

Handle routine communication with clients and their advisors via telephone, email and fax

Document written and verbal communication with clients and their advisors in Salesforce.

Assist the client advisory team with preparing charts and materials for client and prospect meeting presentations using Excel, Word, PowerPoint and internal applications as needed.

Pull basic information from company systems to update spreadsheets for clients.

File correspondence and other documents in internal databases.

Create documentation of client correspondence for tracking purposes

Account Administration Responsibilities (as directed by the CA Team):

Work with Client Administration Support to open accounts and coordinate with outside agents the transfer of assets to the firm.

Perform cash management functions in accordance with established account procedures and applicable fiduciary laws and policies.

Process client remittances.

Work with the client's CPA to assist in gathering tax information and cutting tax checks when applicable.

Anticipate when an overdraft can occur and prevent it by bringing the information to the team's attention.

Supervise and process client bill payments.

Qualifications:

Bachelor's Degree Required.

5-7 years of experience as an administrative assistant, preferably within a bank or financial services firm supporting a team.

Knowledge of Salesforce preferred.

Proficiency in bill pay and financial aptitude.

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