Job Title: Executive Assistant
Job Summary
This position requires a dynamic, detail-oriented critical thinker, with relentless follow-through and a team-first approach, to support an elite financial planning team based in North Syracuse, NY. The Executive Assistant serves as the personal assistant to the lead Financial Advisor as well as providing both operational and administrative support to the existing team. The role will be independently responsible for various activities associated with the financial planning process along with various activities associated with maintaining the office environment.
Responsibilities and Duties
OPERATIONAL
- Assisting the team in updating and maintaining client details of a highly confidential and sensitive nature
- Record, capture and archive detailed minutes including action items during both client and team meetings
- Prepare and submit various forms related to client needs throughout the financial planning process
- Plan, organize, and execute various team and client events
ADMINISTRATIVE
- Professionally greet clients, wholesalers, industry representatives, and other visitors to the office
- Professionally answer incoming phone calls, establishing the reason for the call, and directing the call to the appropriate team member
- Efficiently track inventories including marketing materials, client planning materials, and office supplies
- Effectively maintain the Client Relationship Management (CRM) database
- Actively work to learn new concepts and cross-train with other team members on firm processes
- Work with a focus on relentless root cause analysis and continuous process improvement
- Actively work to improve Microsoft Office skillset
- Effectively and efficiently manage time and tasks inclusive of detailed tracking of open items to ensure tasks are closed out in a timely fashion
- Support lead advisor directly to allow advisor to focus on client facing activities and business development
- Coordinate flights, hotels and various other aspects on occasion
- Email management for lead advisor
- Manage high profile business relationships
- Focus on optimizing processes
- Act as point of contact between lead advisor and others
- Prioritize and manage digital and other correspondence
Qualifications and Skills
- Proficient in the Microsoft suite of office products including Outlook, Word, PowerPoint and Excel
- Strong written and verbal communication skills, with an ability to communicate throughout all levels of the firm, both internally with the team and externally with clients
- 70 WPM typing requirement
- Versatile office support experience, with the ability to adapt to the needs of the team and the clients, often at the same time
- must be highly organized, must be able to multitask, tech savvy/adaptable/quick learner
Core Values
- A passion and energy for service by providing a unique and memorable experience to anyone we can affect
- Lives with integrity, and does the right thing with honesty and good intentions
- Inquisitive and savvy, thinks outside the box and inspires others through innovative ideas and solutions
- Approachable, striving to be accessible and easily understood through practicing empathy and openness
- Embraces challenges and change, and never accepts being a passenger. Seeks out opportunities to grow and helps those around them to grow
Job Type: Full-time
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Finance: 2 years (Required)
Ability to Commute:
- Syracuse, NY 13212 (Required)
Ability to Relocate:
- Syracuse, NY 13212: Relocate before starting work (Required)
Work Location: In person