Executive Admin - Client Coordinator

We are currently seeking an executive administrative team member focused on client coordination at our firm. This person provides personalized support as needed to leadership and advisors in a professional and timely manner. The administrative executive works one-on-one with the Chief Operating Officer on a wide variety of matters. The candidate must be flexible and organized to meet the demands of our growing organization. The ideal candidate will have a  impeccable organizational skills, and prior experience in an executive admin role.

Duties and Responsibilities

·         Primary point of contact between the executives and internal/external clients

·         Primary scheduler of client meetings

·         Maintain the calendars for all advisors of all all-hands events, client meetings, conferences, holidays, and vacations

·         Receive incoming calls and emails; take messages, respond appropriately and route correspondence to the appropriate team member

·         Handle requests, feedback, and queries quickly and professionally

·         Maintain daily electronic journal, arrange meetings and appointments, and provide reminders as needed

·         Arrange executive travel, hotel and dining arrangements as needed

·         Produce professional quality reports, presentations, and briefs

·         Develop and carry out an efficient documentation and filing system for both paper and electronic records

·         Delegate tasks as appropriate to other members of the team

Requirements and Qualifications

·         Minimum 4+ years’ experience as an Executive Administrative Assistant or Senior Executive Assistant

·         Advanced MS Office skills with an ability to become familiar with firm-specific software

·         Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities

·         Ability to stay on-task in high-stress situations

·         Exceptional interpersonal skills

·         High-level verbal and written communications skills

·         Discretion with personal and confidential information

·         Friendly and professional demeanor

·         Willingness to further personal and professional development through designations, courses, and conferences

Preferred Qualifications

·         Experience in the wealth management, investment, or insurance industry

·         A 4-year college degree in a business-related field