Executive Assistant

Executive Assistant opportunity

Hybrid - one rotating day per week @ 40 hours

**Opportunity to have 25-30 hours if you desire less than FT

Established wealth management firm in Fairfield, NJ

They are seeking a motivated Executive Administrative Assistant to support the Managing Director!

This team member is an integral part of the organization and plays an important role in setting the tone for the organization. They are often the first person and last person a client see when they are in the office, and instrumental in making sure clients have a positive, extraordinary overall experience.

The EA has a responsibility for processing service requests for all clients and the scheduling and calendar of the Wealth Advisors to which they are assigned. They are part of a team and are expected to assist in overflow from other teams when necessary.

Responsibilities & Activities:

· Assists Partners and Firm

o Answers phones and screens to ensure that incoming calls are redirected to appropriate team members

o Initial contact for all client inquiries and escalates requests as necessary to advisors or partners

o Schedules appointments and maintains calendar

o Sorts and distributes incoming mail and ensures delivery of outgoing mail

o Is responsible for maintaining and ordering supplies as assigned

o Greets clients and vendors to assure they are comfortable while waiting for their appointment

§ Ensures that reception area is clean and that refreshments and snacks are available for visitors

o Ensures kitchen area is properly stocked with beverage supplies, coffee, cups and glasses for visitor use, etc.

o Maintains conference room cleanliness between client appointments

o Assists with miscellaneous operational activities

· Ensures an A+ client experience

o Coordinates monthly ordering of all gifts and delivery of cards

o Researches and coordinates client events and gifts

o Assists in the scheduling, planning, and execution of client events

o Providing above and beyond client experience

· Services clients

o Processing contribution and withdrawal requests

o Opening and closing of accounts

o Processing client paperwork

o Process account transfers

o Process beneficiary changes and updates

o Providing above and beyond client service

· Handles compliance matters

o Maintains client paperwork and files

o Maintains advertising review approvals and submissions

o Assists in tracking and scheduling training and continuing education requirements for advisors

o Maintains check and securities logs

o Maintains correspondence logs

o Maintains and monitors annual client budget for non-cash compensation log

Knowledge, Skills, and Abilities:

· Requires:

o Microsoft excel, word, powerpoint, and outlook proficiency

o Prior experience in and knowledge of securities industry is a plus.

o Excellent interpersonal skills

o Excellent attitude and an extraordinary client service orientation

o Excellent telephone skills

o A genuine interest in serving and caring for other people

o Excellent organizational and time management skills

o Strong focus on detail orientation

o Professional presentation

o Excellent writing skills

o Ability to handle multiple tasks and operate within tight deadlines and under stress

· Helpful:

o Prior experience in and knowledge of securities industry is a plus.

o Experience with Salesforce

o Experience with social media and web site content