Executive Assistant/Meeting Planner/Receptionist

Oxford Financial Group, Ltd. - Chicago, IL

Full-time - Entry Level

Chicago, IL

Professional, Scientific, and Technical Services

About the position

The Executive Assistant/Meeting Planner/Receptionist (EA/MP) position is located in our Chicago office on Michigan Avenue and is an on-site daily position. This role is crucial in providing executive support and client assistance to the Managing Directors (MD) and their respective teams. The EA/MP will be responsible for high-level administrative tasks, including planning and coordinating meetings, conferences, and travel arrangements for assigned MDs. The position requires effective management of schedules through communication with clients, prospects, and advisors regarding upcoming meetings, utilizing tools such as Microsoft Office and Salesforce. Additionally, the EA/MP will compile expense and mileage reports for the MDs, ensuring all documentation is accurate and submitted in a timely manner. In this role, the EA/MP will also provide prompt and friendly service to Oxford guests and associates by answering and directing phone calls, greeting and assisting guests, and managing catering for meetings. A positive professional image for Oxford is essential, and the EA/MP will be expected to promote this image through all interactions. The position involves a variety of responsibilities, including initiating and receiving communications, prioritizing and scheduling meeting requests, organizing multiple calendars, and overseeing the production of appointment confirmations. The EA/MP will also be responsible for planning travel, making airline and hotel reservations, arranging ground transportation, and maintaining frequent flyer memberships for the MDs. The EA/MP will track meeting planning activities, maintain documentation of daily activities, and update Salesforce with new or updated information. Participation in team meetings and miscellaneous team projects is also expected. Client support is a significant aspect of this role, as the EA/MP will coordinate client meeting preparation and follow-up, utilizing electronic and web-based workflow processes. This includes preparing, printing, and binding reports and deliverables, as well as managing client and prospect data in Salesforce. The EA/MP will assist in business development and onboarding activities, conducting web-based research on prospect clients and institutions, and coordinating collateral materials as needed. Overall, this position requires a proactive individual who can handle multiple tasks efficiently while maintaining a high level of professionalism and confidentiality.

Responsibilities

• Plans and coordinates meetings, conferences, and travel for assigned Managing Directors (MDs).
• Manages schedules through communication with clients, prospects, and advisors regarding upcoming meetings.
• Compiles expense and 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.
• Initiates and receives communication to/from prospects, clients, and advisors.
• Prioritizes and schedules meeting requests, reschedules meetings as necessary.
• Organizes and coordinates multiple calendars and posts meetings following standard operating procedures.
• Manages communication and oversees the production of appointment confirmations for scheduled meetings.
• Issues prompt, thorough voice mails and emails to client service associates.
• Plans travel, makes airline and hotel reservations, and arranges ground transportation.
• Maintains Managing Directors' frequent flyer memberships and other travel memberships.
• Compiles itineraries and confirms conference registrations, arranging travel to/from conferences.
• Coordinates out-of-state client/advisor/prospect visits and tracks meeting planning activity.
• Maintains documentation of daily activities and updates Salesforce with new/updated information.
• Prepares and submits expense reports in Concur on behalf of MD and prepares mileage reports.
• Coordinates client meeting preparation and follow-up, utilizing electronic/web-based workflow processes.
• Prepares, prints, and binds reports and deliverables, and files and distributes follow-up communication.
• Manages client and prospect data in Salesforce and handles manager terminations as directed by Oxford Investment Fellows (OIF).
• Assists Managing Director in business development and onboarding activities, conducting web-based research on prospect clients and institutions.
• Acts as back-up to colleagues and contacts building management for minor repairs and heating/cooling adjustments.

Requirements

• Associate degree in a business-related field or equivalent experience.
• 3 years of administrative experience in a fast-paced environment supporting C-Suite executives.
• Ability to use telephone systems and all basic office equipment.
• Experience with scheduling and meeting planning is desired.
• Advanced Outlook skills are required.
• Must have a professional demeanor with the utmost respect for confidential matters.
• Ability to work independently and in a team environment.
• Excellent written and verbal communication skills with strong interpersonal skills.
• Detail-oriented with excellent organizational skills.
• Ability to multi-task and work in a fast-paced environment.
• Strong work ethic with a positive attitude and excellent problem-solving abilities.

Nice-to-haves

• Experience with Salesforce or similar CRM software.
• Familiarity with Concur for expense reporting.
• Knowledge of travel planning and coordination.

Benefits

• 401(k)
• Dental insurance
• Life insurance
• Medical insurance
• Vision insurance