Executive Administrative Assistant
3 weeks ago
Overview:
We are seeking a highly organized and detail-oriented Executive Administrative Assistant to join our team. The ideal candidate will provide comprehensive administrative support to our executive team, ensuring smooth operations and efficient workflow. This is a full-time position with competitive pay and excellent benefits.
Responsibilities:
- Collaborate with the Operations Department on daily account transactions, including wire and cash transfers, ACH disbursements, bill payments, fund redemptions, and purchases. Monitor cash balances, anticipate withdrawals, transfer assets, and fulfill client requests for purchases, sales, and gifting, ensuring transaction accuracy.
- Assist in collecting tax documents and facilitating tax-related transactions for clients and their CPA. This involves coordinating tax payments, uploading 1099s and K-1s, and processing required minimum distributions (RMDs).
- Support capital calls and distributions to ensure accurate reflection of cash flows in all reporting software.
- Update market values, cash flows, and other pertinent data in accounting and reporting software.
- Aid in the onboarding of new clients, facilitating the transfer of incoming assets to new or existing accounts, conducting AML reporting, managing KYC documentation, etc. Assist with the transfer of outgoing assets for terminating accounts.
- Perform various office administrative tasks, including preparing correspondence, assisting with client presentations and marketing materials, managing mailings, document scanning and storage, scheduling meetings, and inputting contact management data.
Requirements:
- Proven experience as an administrative assistant or similar role
- Strong organizational skills with the ability to prioritize tasks effectively
- Excellent written and verbal communication skills
- Proficient computer literacy, including MS Office Suite (Word, Excel, PowerPoint)
- Ability to multitask and work well under pressure in a fast-paced environment
- Attention to detail and accuracy in all work performed
- Ability to maintain professionalism and confidentiality at all times
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