Executive Assistant/ Meeting Planner

Oxford Financial Group, Ltd. is an onsite position located at our downtown Minneapolis office.  

Position Summary:

Plans and coordinates meetings, conferences, and travel for assigned Managing Directors (MDs).  Manages schedules through communication with clients, prospects and advisors regarding upcoming meetings using Microsoft Outlook and Salesforce.  Compiles expense/mileage reports for assigned MDs. Provides prompt and friendly service to Oxford guests and associates by answering and directing phone calls, greeting and assisting guests and assisting with catering meetings.  Promotes positive professional image for Oxford.

Duties & Responsibilities:

Plans meetings                                                                                                             

• Initiates/receives communication to/from prospects, clients, advisors
• Prioritizes/schedules meeting requests
• Reschedules meetings
• Organizes/coordinates multiple calendars
• Posts meetings following standard operating procedures
• Performs problem solving

Manages communication                                                                        

• Oversees the production of appointment confirmations for meetings scheduled
• Issues prompt, thorough voice mails and emails to client service associates

Plans travel                                                                                                                      

• Makes airline/hotel reservations through travel agent and other vendors
• Arranges ground transportation
• Maintains Managing Directors’ frequent flyer memberships and other travel memberships
• Compiles itineraries
• Confirms conference registrations and arranges travel to/from conference
• Coordinates out-of-state client/advisor/prospect visits (i.e., Florida: Several clients on east/west coasts)

Tracks meeting planning activity                                                                               

• Maintains documentation of daily activities
• Updates Salesforce with new/updated information
• Synchs meetings from Outlook to the Salesforce

Expense/Mileage Reports                                                                                            

• Prepares and submits expense reports in Concur on behalf of MD
• Prepares and submits mileage reports on behalf of MD

Performs reception duties                                                                                                  

• Answers and directs incoming calls within two-three rings
• Greets and assists clients and visitors in a friendly and professional manner
• Promptly informs associates when appointments arrive
• Monitors ‘wait’ time and handles appropriately
• Accepts deliveries and courier packages and notifies associates of deliveries

Oversees conference rooms and lobby area                                                                       

• Schedules conference rooms for all client, advisor and internal meetings
• Coordinates catering
• Cleans and services conference rooms
• Maintains neatness of lobby area
• Monitors conference room flow and makes needed adjustments to conference room schedule
• Maintains supplies in all conference rooms, printer/copier room, supplies closet and requests replenishment as needed.

Participation                                                                                                           

• Attends monthly team meetings
• Attends one-on-one meetings with manager
• Performs miscellaneous team projects (i.e. back-up support of team members, recurring procedures review and update)

Performs other duties                                                                                         

• Acts as back-up to colleagues
• Contacts building management for minor repairs and heating/cooling adjustments
• Assists manager with team project

Qualifications:

• Associate degree in business related field or equivalent experience
• 3 years customer service/administrative experience in a fast paced environment
• Ability to use telephone system and all basic office equipment
• Experience with scheduling/meeting planning desired
• Advanced Outlook skills
• Must have a professional demeanor with the utmost respect for confidential matters
• Must be able to work independently and in a team environment
• Must have excellent written and verbal communication skills with strong interpersonal skills
• Must be detail oriented with excellent organizational skills
• Must have ability to multi-task
• Must have ability to work in a high stress, fast paced environment
• Must have strong work ethic with a positive attitude
• Must have excellent problem solving capabilities

 Working Conditions:

• Long periods of sitting
• Long periods of computer and telephone usage
• Working in the office daily

Oxford Financial Group, Ltd.™

Oxford Financial Group, Ltd. is the premier multi-family office in the Midwest. Oxford was ranked in the Financial Advisor 2022 RIA Ranking, the Investment News 2022 Top Fee-Only RIAs list and the Caproasia list of 2020 Top 10 Largest Multi-Family Offices in the World.

Oxford is one of the largest independent RIA firms in the country with oversight of approximately $31.53 billion in assets under advisement* (which includes assets under management). Oxford has 20 Managing Directors in seven market offices who serve over 700 family and institutional clients in 35 states.**

*As of 12.31.2021
**As of 3.15.2023
Read the disclaimers OFG-2303-10

Oxford Financial Group, Ltd. is an E-Verify employer.