Executive Assistant

Established RIA seeks dedicated support professional to assist the owner and other investment advisors in various aspects of office administration, financial record-keeping, scheduling, correspondence, and maintaining client relationships.

Responsibilities:
Coordinate communication and provide administrative support for team members
Manage incoming and outgoing mail, including scanning and documentation
Supervise additional administrative staff as needed and liaise with senior management
Act as the primary point of contact for office visitors and telephone inquiries
Handle client requests, monitor account activity, coordinate meetings, and assist with onboarding new clients
Maintain vendor relationships and assist with vendor due diligence
Implement and improve processes to enhance client relationships and office efficiency
Provide compliance support and report any client issues or complaints promptly
Organize and maintain electronic and hard copy files
Reconcile investment transactions and client accounts using CRM software
Meet filing requirements for client, state, and federal reporting
Develop and maintain organizational systems for the office
Manage monthly ledger entries, billing, and collections
Support personnel processes including onboarding and training new employees
Assist with correspondence drafting and review
Maintain contact with clients, colleagues, and key relationships
Oversee personal schedules and calendars
Ensure the functionality and appearance of the office space, including ordering supplies and maintaining equipment
Conduct local errands as required
Handle daily responsibilities while managing periodic ad-hoc projects

Requirements:
Bachelor’s degree in business or related field, with knowledge of accounting and bookkeeping principles
10 years of experience in the financial services industry, preferably at an RIA
Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Teams), QuickBooks, and Quicken
Must possess a high degree of professionalism in appearance and conduct
Organized; self-supervised; proactive; resourceful; efficient; detail oriented; tech savvy and able to work with computers and office equipment; strong grammar and written as well as oral communication skills; critical thinker; multi-tasker; collaborative team player; able to maintain client confidentiality