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Executive Assistant

3 months ago

San Ramon, United States MAI Wealth Management, Inc. Full time
Job DescriptionJob Description


GENERAL JOB DESCRIPTION

The Executive Assistant performs a variety of administrative duties to support assigned executive(s). Some of the duties will include setting and managing daily schedules and calendars, answering phones and taking messages, arranging meetings, screening and greeting visitors and clients, making travel arrangements, preparing reports, filing and organizing documents, and recording meeting minutes. The person in this role ensures all incoming information is processed in an efficient, accurate, expedient, and confidential manner. An Executive Assistant must be sensitive to our employee and client needs, department needs, and have excellent working relationships when interacting with others throughout the firm.

DUTIES AND RESPONSIBILITIES

  • Executes a broad variety of tasks for assigned executive(s) including managing an active calendar of appointments, compiling expense reports, composing and preparing correspondence, arranging complex/detailed travel plans, itineraries, and agendas
  • Serves as the primary contact for internal and external parties on matters pertaining to assigned executive(s)
  • Provides daily support to assigned executive(s) by organizing and coordinating calendars, meetings, distributions, etc. and overseeing various special projects.
  • Screens incoming calls, determining whether or not it requires the attention of the assigned executive(s).
  • Partners closely and effectively to keep the executive(s) well informed of upcoming commitments and responsibilities; point of contact for a range of staff and external stakeholders.
  • Completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the executive(s) ability to effectively lead.
  • Prepares and/or edits documents, such as expense reports, memos, presentations, and invoices.
  • Assists in managing corporate charitable events: invites, solicit for auction items, etc.
  • Maintains a high level of confidentiality.
  • Other duties as assigned.

EXPERIENCE/CREDENTIALS

  • High school diploma or general education degree (GED) required; Associate's or Bachelor’s degree in Business Administration or other discipline preferred.
  • Minimum of 5 years of related Executive Assistant experience in investment, finance, banking, accounting, sales, or a similar industry.
  • Knowledge of office management systems and procedures.
  • High level of proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook).

COMPETENCIES

  • Thrives in a fast-paced and dynamic team-based, collaborative environment, and works well with others to resolve conflicts, especially under pressure.
  • Highly organized, detail-oriented, and able to meet deadlines, while still maintaining flexibility to meet firm needs.
  • Strong organizational and interpersonal skills with a demonstrated commitment to teamwork and partnerships.
  • Excellent oral and written communication skills.
  • Maintains absolute confidentiality of all information and safeguards firm data; maintains high ethical standard in all practices.
  • Ability to handle critical internal relationships within the firm, including with the Management team, other departments, and employees of all levels.
  • Willingness to learn new procedures or skills, accept new projects and challenges, and pitch in to help others as needed.
  • Problem solving and analytical skills; able to clearly define a problem, synthesize data to derive fact-based insights and actionable recommendations.
  • Professional and positive demeanor, superb work ethic, high level of personal ethics and integrity.


FEATURED BENEFITS:

  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • 401(k)
  • Health Savings Account
  • Paid Maternity Leave
  • Paid Parental Leave
  • Tuition Reimbursement