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Executive Administrative Specialist

3 months ago

Tallahassee, United States Southern Wealth Full time
Job DescriptionJob DescriptionExecutive Administrative Specialist

Industry: Financial Advising & Wealth Management

Location: Tallahassee, FL (in-office)

Summary of Qualifications:

  • Three (3)+ years of administrative support experience
  • At minimum an associate’s degree; bachelor's degree in business administration, marketing, communications, or related field preferred
  • High degree of tech savvy with the ability to pick up new programs
  • Ability to commute to our Tallahassee, FL office Monday - Friday

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About Us: For two decades Southern Wealth has been inspiring clients to purposefully live fulfilling lives through insight and guidance as it pertains to their financial goals. We aim to serve our clients at every stage of life by providing investment solutions, business consulting, retirement planning, and estate planning. Thanks to our personalized approach and referrals from satisfied clients, our footprint continues to grow throughout the southeast.

About this Job: We are looking to add a sharp and focused Executive Administrative Specialist to provide high-level administrative support to our executives, ensuring efficient operation of the office. This role involves handling a variety of tasks related to organization, communication, and project management. The ideal candidate is proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

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Essential Tasks of the Executive Administrative Specialist

Administrative Support

  • Manage executive calendars, including scheduling meetings, appointments, and travel arrangements
  • Handle incoming calls and correspondence, prioritizing and responding as appropriate
  • Prepare and organize meeting materials, presentations, and reports
  • Maintain and update office systems, including filing and data management
  • Coordinate logistics for meetings, conferences, and other events

Project Management

  • Assist with the coordination and execution of special projects and initiatives
  • Track project progress and provide regular updates to the executive team
  • Liaise with internal and external stakeholders to ensure projects are on track and aligned with organizational goals

Communication and Coordination

  • Serve as a point of contact between executives and internal/external clients
  • Draft, edit, and proofread communications, including emails, letters, and reports
  • Maintain professional profiles and assist with the management of digital presence (e.g., LinkedIn, company website)
  • Collaborate with the marketing team to ensure consistency in messaging and branding across platforms

Marketing and Branding Support

  • Assist in creating and maintaining feed lists for targeted marketing efforts
  • Operate search engines and other tools to gather and analyze market and demographic research data
  • Support the development and execution of marketing programs, including promotional campaigns and client communication plans
  • Manage digital marketing activities, such as website updates and social media presence, to enhance brand recognition

Operations and Compliance

  • Monitor office supplies and place orders as needed to ensure smooth office operations
  • Assist in maintaining compliance with company policies and regulatory requirements
  • Handle confidential information with the utmost discretion and professionalism
  • Support the maintenance of accurate client data in CRM systems and ensure timely updates

Client and Visitor Relations

  • Welcome clients and visitors with a friendly and professional demeanor
  • Prepare meeting rooms, including managing room setup, temperature, and refreshments
  • Handle service requests and provide assistance with client inquiries

Additional Responsibilities

  • Provide backup support for other administrative functions, such as processing paperwork, managing client databases, and scheduling medical/paramedical exams
  • Assist with client appreciation events and loyalty programs
  • Perform other duties as assigned by the executive team

Requirements

  • Three (3)+ years of proven experience as an executive assistant, administrative specialist, or similar
  • Associate’s degree or higher-- bachelor’s degree in business administration, marketing, communications, or a related field preferred
  • Strong organizational and multitasking skills, with the ability to prioritize tasks effectively
  • Excellent written and verbal communication skills
  • Proficiency in Microsoft Office Suite, CRM software, and other relevant tools, along with the ability to pick up new programs quickly
  • Experience with digital marketing, social media management, and branding initiatives is a plus
  • High level of integrity and the ability to handle sensitive information confidentially
  • Ability to work independently and as part of a team
  • Willingness to commute to our Tallahassee, FL office Monday - Friday

Benefits

At Southern Wealth, we know smart investments yield strong returns. We are pleased to offer the following benefits to our valued team members:

  • A tight team environment where you get to know all of your colleagues (i.e. you're not just a number)
  • A workplace culture that supports collaboration, teamwork, training, and professional growth
  • A competitive annual salary (to be discussed early on with qualified candidates)
  • 10 days of paid time off (this number increases alongside your tenure with the company)
  • Subsidy provided for health insurance (available after your first month)
  • Group rates for dental, vision, and supplemental insurance
  • 100% employer-sponsored short- and long-term disability insurance
  • 401k with employer match (100% up to 3%, 50% up to 5%)
  • Numerous team-building activities and regular check-ins

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We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We are ADA compliant and an E-verify employer.