Executive Assistant

$80,000 - $90,000/Yr

Confidential - Austin, TX

Full-time - Entry Level

Austin, TX

About the position

The Executive Assistant will provide comprehensive support to a boutique integrative wealth management firm in Austin, TX, assisting multiple executives and managing various administrative tasks. This role involves client relations, office management, investment support, insurance management, and accounting support, ensuring streamlined processes and high standards of service.

Responsibilities

• Serve as the primary point of contact for executives, clients, investors, and other stakeholders, ensuring excellent customer service and clear communication.
• Coordinate quarterly investment meetings, bi-annual family meetings, and other client engagements, focusing on preparing professional presentations.
• Oversee the Client Portal, including content creation and updates, with a focus on social media and content development.
• Maintain office equipment and supplies, acting as the primary contact with building management.
• Plan and organize team-building activities to foster a positive and collaborative work environment.
• Coordinate with IT service providers to maintain up-to-date systems and ensure high cybersecurity standards are consistently met.
• Assist the Investment Manager with preparing subscription documents and ensuring compliance with Know Your Client (KYC) regulations.
• Liaise with fund managers and third-party advisors to ensure accurate and timely processing of investment subscriptions and capital calls, including preparing necessary documentation.
• Maintain accurate records for trusts and entities, drafting documents as requested.
• Serve as the primary coordinator of SharePoint files, ensuring records are organized, up-to-date, and easily accessible, including implementing and maintaining a record retention policy for the company.
• Monitor and ensure compliance with the Corporate Transparency Act, including tracking logs and filing deadlines.
• Ensure appropriate business and personal lines of insurance are in place for the company and its clients.
• Maintain up-to-date insurance records and proactively review policies for renewals or necessary adjustments.
• Handle any claims as required by clients or the company, along with third-party insurance advisors.
• Process check and wire transfer requests, expense reports, and invoices in a timely and accurate manner, adhering to company internal controls policies and procedures.

Requirements

• Bachelor's degree or equivalent experience preferred.
• Proven experience as an executive assistant or similar role, supporting multiple executives and managing complex administrative tasks.
• Strong organizational skills and attention to detail, with the ability to prioritize and multitask in a fast-paced environment.
• Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint.
• IT and Cybersecurity acumen and experience.
• Discretion and confidentiality when handling sensitive information and confidential matters.
• Professional demeanor and strong work ethic (pro-active and dependable).

Nice-to-haves

• Experience with social media management and content development.

Benefits

• Annual discretionary bonus
• Health insurance
• Paid time off