Who we are

POSITION OVERVIEW
We are seeking a highly skilled and detail-oriented Executive Assistant with a strong proficiency in project and relationship management. The ideal candidate will possess exceptional organizational abilities and demonstrate the capacity to navigate complex tasks with grace and efficiency. Responsible for providing direct support to the company executives and performing administrative duties relating to the operational affairs of the company. 

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

The essential functions/major responsibilities listed are intended as illustrations of the various work that may be performed.  Duties and responsibilities are subject to change as the needs of the company and requirements of the job change.

• Direct administrative support for the three company executives, including but not limited to: 
  • Direct coordination of the Ccmpany’s calendar, including scheduling client appointments, project days, meetings, and travel, and assisting in keeping the executives on schedule. 
  • Answer / screen / initiate phone calls for the executives.
  • Respond to client, advisor, and vendor emails, as needed.
  • Respond to all client and advisor requests on behalf of the executives, including any needs, solutions to problems, changes to client projects, and organize and summarize all items communicated to the executives. 
  • Create a weekly agenda for the executives’ meetings.
  • Make and coordinate travel arrangements, as needed.
  • Anticipate the executives’ needs and provide proactive support. 
• Administrative support for the company’s operations
  • Develop and maintain an organizational structure for the Ccmpany’s electronic files, including file naming conventions for efficient indexing and retrieval.
  • Develop and maintain policies, procedures, systems, and best practices for efficient and expedient completion of operational tasks. 
  • Assist in the planning, coordination, and execution of various client and administrative projects to ensure full and timely completion and adherence to Company standards, including maintaining project tracking lists.
  • Assist in gathering and organizing information and documents from clients and advisors related to client projects.
  • Triage and manage extensive client and advisor communications with professionalism and courtesy, including handling calls, answering general questions, explaining steps and processes when necessary, and routing inquiries to the Company executives.   
  • Input information into the company’s CRM and other software platforms, as necessary.
  • Foster and manage professional relationships both internally and externally, serving as a reliable point of contact.
  • Prepare and review correspondence, reports, and presentations with a high level of accuracy and professionalism.
  • Handle sensitive information with confidentiality and discretion.
  • Provide light bookkeeping / accounting, as necessary and appropriate.
• On-going technical training for professional skills development.

COMMUNICATION / CLIENT & ADVISOR CONTACT

Position provides extensive contact with clients and their advisor teams.  All people are treated with a high level of professionalism in all forms of communication.  All matters pertaining to clients are confidential, always necessitating discretion. 

QUALIFICATIONS

• Requires learning, understanding, and applying the company’s procedures and practices.
• Proficiency in Windows-based systems, including Office 365 (Word, Excel, PowerPoint, Outlook) and Microsoft SharePoint.
• Calendaring on multiple schedules. 
• Experience in Monday.com, SharePoint, Dropbox, and Zoom preferable but not required. 
• Strong ability to multi-task and prioritize workload to meet deadlines. 
• Requires exceptional communication skills, both written and verbally, and high level of organizational skills. 
• Ability to type at a minimum of 40-50 wpm. 
• Ability to handle virtual phone systems. 
• Ability to work independently and as part of a team.
• Adept at handling strong personalities with grace and professionalism.

EDUCATION / EXPERIENCE 

• Proven experience as an Executive Assistant or in a similar role, with a strong emphasis on project and relationship management, preferably in the financial, insurance, or another professional service industry.
• Associates or Bachelor degree or equivalent experience preferred.

ATTITUDE / INTERPERSONAL SKILLS 

• Always demonstrate exceptional business courtesy to all people 
• Friendly and professional, with a genuine ability to make people feel comfortable 
• Loyal to the company 
• Possess a strong worth ethic
• Punctual
• Detail-oriented and organized 
• Dependable and reliable in job duties 
• Self-motivated and goal-oriented
• Open-minded to new systems or skill sets
• Contribute to the overall office improvement
• Proficiency in project and relationship management
• Proactive problem-solver 

This role is pivotal in ensuring the smooth operation of executive functions and contributing to the overall success of the company. If you are a driven and dynamic professional looking to make a significant impact, we encourage you to submit your resume below.