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Executive Assistant, Service

2 months ago

Saint Petersburg, United States Dynasty Financial Partners, LLC Full time
Job DescriptionJob DescriptionDescription:

Dynasty Financial Partners is a leading WealthTech platform and the industry advocate for independent financial advisors helping them succeed through powering the future of wealth management. Our mission is to help advisors achieve their entrepreneurial dream of building a more successful enterprise defined by their ability to deliver high-quality, customized financial advice to their clients.

Dynasty offers integrated and differentiated solutions and services ranging from transition support, experience and community, technology and CRM, finance, investments and operations, marketing, compliance, practice management, M&A, and capital strategies. Dynasty has established offices in St. Petersburg (Headquarters), New York City, and Chicago.


The Executive Assistant is an enriching opportunity for aspiring professionals to grow their career in the finance industry and gain exposure to all facets of Dynasty’s dynamic service organization. The Executive Assistant will report to the Vice President, Service Team Operations, while directly supporting Service Team Executives, including the Chief Client Officer and Co-Heads of Service. This role will provide operating leverage to the entire Service Team with a particular focus on the day-to-day administrative needs of division leadership. In this regard, professionalism, organization, and timely delivery of work assignments are critical.

Responsibilities are heavily administrative and project management based. They include executive calendar management and scheduling, prioritizing, triaging, and responding to emails, internal administrative support, document preparation, maintaining records and note taking, and client and cross-departmental communication. Tantamount to this role is confidentiality. Candidates must exercise extreme discretion and be comfortable handling highly sensitive materials.


Duties include:

  • Executive calendar management & scheduling: Coordinate client and internal calls and meetings for Service Team Executives; serve as their main point of contact and administrative assistant; support team-wide calendaring needs for key events and activities. Coordinate professionally across different stakeholder groups (departments, clients, candidates, vendors) with ease.
  • Travel coordination: Coordinate travel arrangements and accommodations for Service Team Executives as needed.
  • Expense management: Monitor and complete monthly expense reports for division leadership. Coordinate with Finance as needed.
  • Meeting management & support: Serve as point of contact for onsite client visits or other Service Team initiatives at Dynasty HQ. Coordinate client travel logistics; reserve and prepare meeting spaces and materials or shipments; handle technical and IT needs; take meeting minutes and circulate to appropriate parties.
  • Data management & file storage: Develop proficiency in Dynasty’s internal CRM (Salesforce). Complete regular updates to client contact information, pull reports, and complete basic tasks. Champion CRM adoption across the Service Team by identifying best practices and improving data integrity.
  • Document preparation & circulation: Prepare, circulate and store meeting materials (agendas, reports, slide decks) and follow-ups, including meeting minutes for Service Team Executives.
  • Event support: Offer event support for local client and Dynasty engagements as appropriate. This may include printing, shipping, compiling materials, staffing and set up.
  • Client service: Return client calls, take and relay messages, order gifts for client milestones, and represent Service Team Executives as appropriate.
  • Service Team support: Assist with planning/scheduling team offsites and quarterly meetings, team milestones and celebrations, onboarding new hires, managing inventory, and general administrative needs.
  • File storage and operational infrastructure: Help manage Service Team file storage and structure. Make recommendations for improvements and serve as the onsite point of contact with Dynasty IT.


Requirements:

Successful candidates must demonstrate the following:

  • 2-4 years of experience as an Administrative/Executive Assistant
  • Highly organized with strong attention to detail
  • Proficiency using Outlook, MS Word and MS Excel; proficiency in Salesforce products a plus
  • Demonstrate professionalism and diplomacy and be able to work with a variety of stakeholders and styles
  • Strong organizational and time management skills, especially with competing priorities; respond to multiple inquiries and project requests
  • Strong verbal & written communication skills and professional phone manner; quick response time essential
  • Ability to meet strict deadlines and adapt to shifting priorities
  • Internally driven, self-starter with good judgment and comfort working in uncertainty
  • Curiosity and desire to grow in the financial services industry
  • Confidentiality and discretion a must


Benefits:

  • Health Insurance
  • Dental insurance
  • Vision insurance
  • Retirement plan 401(k)
  • 401(k) matching
  • Paid Time Off
  • FSA/HSA benefits plans
  • Disability benefits
  • Voluntary Life Insurance
  • Basic Life Insurance


EQUAL EMPLOYMENT OPPORTUNITY Dynasty Financial Partners is committed to providing equal employment opportunities and ensuring that all employment-related decisions are made without regard to race, color, sex, age, national origin, religion, physical or mental disability (unrelated to the ability to perform job duties) veteran status, or any other protected status under applicable law.