Executive Assistant to CEO

Overview:
We are seeking a detail-oriented and organized Executive Assistant to join our Financial Services firm. As a member of our team, you will play a crucial role in ensuring the smooth operation of our office and providing administrative support to the CEO. The ideal candidate will have experience with general business knowledge, be proficient in using Microsoft Office, and possess excellent communication (written and verbal) skills. Prior experience in a wealth management firm, law firm, accounting firm, or life insurance practice is preferred.

Experience:

• 3+ years executive assistant experience
• 5+ years of administrative experience
• Proficiency in using Microsoft Office (Outlook, Excel, Word, and PowerPoint) for document creation and collaboration
• Familiarity with phone systems and proper phone etiquette
• Knowledge of data entry procedures and accuracy in maintaining records
• Ability to coordinate projects effectively and meet deadlines
• Demonstrates adaptability and ability to manage change

If you are a motivated individual with strong organizational skills and a passion for providing excellent administrative support, we would love to hear from you. Apply today to join our team.

Qualifications:

• Business related education

Responsibilities:

• Ability to manage family-office tasks and report to CEO on progress.
• Extensive calendar management – schedule and confirm meetings
• Arrange travel and create detailed travel itinerary (including airline, hotel, and ground transportation) and maintain rewards programs
• Maintain Outlook – keep contact information up to date
• Ability to see the team’s goals, including anticipating the next step in a process and possible needs of the CEO.
• Ability to act confidently on all action items from executive
• Coordination of meetings including agenda and presentation preparation, preparation of conference room, order food, and coordinate clean up.
• Typing – agenda, correspondence (cover letters, meeting summary letters), internal memos, flow diagrams, spreadsheets, schedules, reports, presentations and life insurance schedules
• Organize and maintain company promotional materials
• Assist in ordering life insurance illustrations and service forms
• Assist with the preparation and coordination of Board and Committee meetings and follow through on action items regarding charities
• Coordinate fundraisers and charitable functions (foursomes, bike rides, walks, etc.)
• Maintain electronic and paper client files
• Point of contact for clients
• Sort and distribute the mail
• Screen calls

Job Type: Full-time

Pay: $115,000.00 - $123,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

License/Certification:

• Series 7 (Preferred)
• New York State Life & Health License (Preferred)

Work Location: In person