Executive Assistant

Bessemer Trust - Dallas, TX

Full-time - Entry Level

Hybrid - Dallas, TX

1,001-5,000 employees

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

At Bessemer, the Executive Assistant will provide seamless administrative support to the Client Advisory (CA) Team which consists of an Associate Client Advisor (ACA), Client Advisor (CA), and Senior Client Advisor (SCA). This role is crucial in ensuring that the CA Team operates efficiently and effectively, allowing them to focus on delivering exceptional service to clients. The Executive Assistant will be responsible for managing communications, organizing meetings, and providing direct administrative support to the team members. This includes screening incoming communications, composing correspondence, and collaborating with ACAs to create presentation materials for clients and prospects. The role also involves comprehensive organization of meetings and luncheons, managing calendar invitations, and establishing effective working relationships with colleagues and external contacts. In addition to administrative tasks, the Executive Assistant will handle bookkeeping and accounting work, process expense reports, and book travel for the CA Team. They will also be responsible for maintaining current Salesforce client records, managing external client mail merges, and compiling information for compliance and audit-related requests. The position requires a proactive approach to client service, including routine communication with clients and their advisors, documenting interactions in Salesforce, and assisting with the preparation of materials for client meetings. The Executive Assistant will also work closely with Client Administration Support to open accounts, coordinate asset transfers, and perform cash management functions. This role demands a high level of organization, attention to detail, and the ability to anticipate the needs of the team and clients. The ideal candidate will thrive in a fast-paced environment and be committed to providing exceptional support to the CA Team.

Responsibilities

• Optimum screening of incoming communications and routing for timely action and follow-up.
• Professional communication with both internal and external contacts, including significant prospect and client relationships.
• Compose well-proofed written and email correspondence, which may require the use of financial vocabulary and broad knowledge of the firm's operations, systems, and employees.
• Collaborate with the ACAs to create presentation books for clients and prospects when appropriate.
• Comprehensive organization of meetings and luncheons as needed; coordinate scheduling for internal attendees and manage calendar invitations for the CA team.
• Establish effective working relationships with colleagues and external contacts; provide flexible support to other CA Teams as directed.
• Provide direct and pro-active administrative support to all members of the CA Team; primary support for Associate Client Advisors with respect to all cash management and bill payment functions.
• Update all contact information, send mass mailings, create ticklers, log calls, and create activities in Salesforce.
• Responsible for maintaining current Salesforce client records for the CA Team and managing external client mail merges, event invitations, and Salesforce reports.
• Bookkeeping/accounting work for various transactions with clients, as directed by the CA team.
• Process expense reports and book travel for all members of the CA Team.
• Compile information and organize CA Team's responses to Compliance and Audit-related requests.
• Handle routine communication with clients and their advisors via telephone, email and fax.
• Document written and verbal communication with clients and their advisors in Salesforce.
• Assist the client advisory team with preparing charts and materials for client and prospect meeting presentations using Excel, Word, PowerPoint and internal applications as needed.
• Pull basic information from Bessemer systems (ATLAS) to update spreadsheets for clients.
• File correspondence and other documents in internal databases.
• Create documentation of client correspondence for tracking purposes.
• Work with Client Administration Support (CAS) to open accounts and coordinate with outside agents the transfer of assets to Bessemer.
• Perform cash management functions using Workflow and Atlas in accordance with established account procedures and applicable fiduciary laws and policies.
• Process client remittances.
• Work with the client's CPA to assist in gathering tax information and cutting tax checks when applicable.
• Anticipate when an overdraft can occur and prevent it by bringing the information to the team's attention.
• Supervise and pay client bill payments.

Requirements

• Bachelor's Degree Required
• 5-7 years of experience as an administrative assistant, preferably within a bank supporting a team.
• Ability to work well in a team environment.

Benefits

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid parental leave