We are seeking a highly organized and proactive Executive Assistant to support the CEO in managing administrative and executive tasks. The ideal candidate will possess exceptional communication skills, a high degree of computer literacy, meticulous attention to detail, and the ability to manage a wide range of administrative and executive support tasks.
If you are a highly organized and proactive individual with a passion for supporting executive leadership and contributing to the success of a dynamic financial advisor practice, we encourage you to apply for this exciting opportunity. Please submit your resume and cover letter detailing your qualifications and relevant experience. We look forward to hearing from you.
Key Responsibilities:
- Draft and send emails on the CEO's behalf, ensuring all communications are professional and align with the advisor's tone and standards. Manage the inbox to prioritize important messages and follow up as needed.
- Handle incoming calls, emails, and other forms of correspondence. Draft, proofread, and finalize communications on behalf of the CEO.
- Manage the CEO's calendar, scheduling and prioritizing appointments, meetings, and conferences. Resolve scheduling conflicts efficiently.
- Assist in the preparation of financial reports and documentation that the CEO requires for client meetings and regulatory compliance.
This includes gathering data, analysis, and presentation in a clear, comprehensive manner.
- Handle follow-ups with clients via email and phone, ensuring all inquiries are addressed promptly and efficiently, and scheduling
appointments or calls as needed.
- Accurately dictate notes and transcribe them into the necessary format, ensuring no detail is missed during client discussions or meetings.
- Take charge of day-to-day administrative tasks including managing the CEO's calendar, booking appointments, and handling admin
tasks that facilitate the CEO's focus on client service.
- Oversee the maintenance of the CRM system (Zoho CRM), ensuring client information is up to date and managing compliance
documentation and registers, including any complaints.
- Research various financial products, industry trends, or client-specific information to support the CEO's advisory role.
- Organize meetings, prepare agendas, coordinate logistics, and manage technology needs.
- Arrange travel and accommodations for the CEO, manage itineraries, and handle travel-related reimbursements.
- Support client relationship management, schedule meetings, prepare meeting materials, and follow up on client interactions.
- Maintain organized records and manage document storage and retrieval systems.
- Provide support to the CEO and team, including processing documents, updating the CRM system, and handling administrative
requests.
- Support special projects, conduct research, compile data, and assist in developing policies and marketing initiatives.
Key Qualifications:
- A bachelor's degree in Business Administration, Finance, or a related field.
- 5-7 years of experience in an administrative or executive assistant role, ideally with experience in small and large business
environments.
- Experience in the financial services sector is highly advantageous.
- Exceptional written and verbal communication abilities, capable of crafting professional emails and effectively communicating on the
phone.
- Strong skills in Microsoft Office Suite (Outlook, Word, Excel) and experience with Zoho CRM.
- Fast typing speed and the ability to create impactful PowerPoint presentations.
- Outstanding organizational and time management abilities guaranteeing precise and timely completion of tasks.
- Ability to work autonomously, identifying and solving problems proactively, and looking for long-term solutions to support business
growth.
- Willingness to learn and adapt to the nuances of the financial services sector, with a focus on continuous improvement and professional
development.
- Meticulous approach to tasks and ability to manage complex information.
We offer a fun work culture that cares about you and your development. competitive salary, free health care, and a P10k signing bonus await the successful candidate.
