Executive Assistant

Job Summary: The Executive Assistant will provide comprehensive administrative support to the advisory team, ensuring efficient operation and coordination of their activities. The ideal candidate will have a strong background in executive support, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment. This role requires discretion, attention to detail, and a high level of professionalism.

Key Responsibilities:

• Manage and maintain executive schedules, including meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle confidential information with discretion and maintain the highest level of confidentiality.
• Act as a liaison between executives and internal/external stakeholders.
• Screen and prioritize incoming communications, including phone calls, emails, and mail.
• Draft and respond to emails and other communications on behalf of executives.
• Organize and coordinate meetings, including agenda preparation, material distribution, and minute-taking.
• Ensure meeting rooms are prepared and equipped for presentations and conferences.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and transportation.
• Prepare detailed itineraries and ensure all travel plans are executed seamlessly.
• Assist in the planning and execution of special projects and events.
• Track project timelines and deliverables, ensuring deadlines are met.
• Maintain office supplies and manage inventory.
• Oversee office equipment maintenance and liaise with IT support as needed.
• Assist in the onboarding of new employees and ensure a smooth integration process.
• Process expense reports and invoices for executives.
• Assist with budget tracking and financial reporting.

Qualifications:

• Bachelor's degree or equivalent experience.
• Minimum of 5 years of experience as an executive assistant or in a similar role.
• Experience in the financial services or wealth management industry is preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• High level of professionalism and discretion.

Personal Attributes:

• Proactive and self-motivated.
• Detail-oriented with strong problem-solving skills.
• Ability to handle multiple tasks and prioritize effectively.
• Excellent interpersonal skills and a positive attitude.
• Strong work ethic and a commitment to excellence.