Executive Administrative Assistant

About the position

The Executive Assistant will provide high level administrative support to the President and professional staff to provide exceptional service to the firm’s clients. This position requires an experienced professional to manage multiple relationships both internally across the firm and externally with clients, excellent time management skills and an ability to understand and adapt to our client’s needs. An advanced proficiency level of administrative skills including communication and computing is required. The successful candidate has the ability to thrive in a fast-paced professional environment, be a self-starter with strong abilities to multi-task and work efficiently.

Responsibilities

• Ensuring meetings, appointments, and deadlines are scheduled and optimized.
• Prepare, organize, and document key meetings by scanning and updating meeting summaries, action points, and follow-ups in our CRM workflow software.
• Manage client meeting schedules and cadence, including coordinating calls and appointments in alignment with a service monitoring schedule.
• Set up and join meetings five minutes early to welcome clients and ensure seamless meeting experiences.
• Assist in creating structured processes for client meetings, including building and managing a 'Future Trustee' engagement framework.
• Assist with development and maintain a system for regular outreach to Centers of Influence (COI) to support customer acquisition efforts.
• Prepare reports for leadership and staff meetings, including L-10 and board meetings.
• Schedule and coordinate reservations, lunches, and logistics for client and board meetings.
• Organize and distribute relevant materials in advance to ensure successful client engagements.
• Effectively and accurately manage calendars on a daily basis, including coordinating meetings and appointments and proactively addressing any conflicts that arise.
• Manage highly confidential and sensitive matters for client accounts.
• Prepare agendas, meeting materials, and detailed minutes for executive meetings.
• Conduct research, compile reports, and handle information requests as needed.
• Assist with communication management, including drafting emails and screening calls.

Requirements

• 5+ years of experience as an Administrative capacity supporting C-Suite or Executive level leaders.
• Willingness to contribute to a small office environment which can, at times, include contributing in ways that may not directly correlate to the candidate’s skill set or job description.
• Excellent organizational and interpersonal skills.
• Proficient with Microsoft Office Suite or related software.
• Creative problem-solving ability.
• Ability to exercise professional and technical discretion on matters of significance.
• Demonstrated ability to manage multiple tasks simultaneously and problem solve.
• Strong written and communication skills.
• Meticulous attention to detail and follow-up skills.
• Excellent customer service skills.
• Time management skills with a proven ability to meet deadlines.
• Analytical and problem-solving skills.
• Ability to prioritize tasks.
• Ability to function well in a high-paced and at times stressful environment.

Benefits

• 18 days paid time off, 8 paid holidays.
• Medical with HSA and FSA options, dental, and vision.
• 401(k) with a generous company contribution, access to a personal financial planner, and both legal and life insurance.
• Get paid to give your time to the community.
• Educational benefits for industry certifications or higher education expenses.
• Flexible work models: in-office, work-from-home, or hybrid.