Senior Administrative Coordinator

1 week ago

Tallahassee, Florida, United States Southern Wealth Full time
Executive Administrative Specialist

Industry: Financial Advising & Wealth Management

Location: Tallahassee, FL (in-office)

Overview of Qualifications:

  • Minimum of three (3) years of experience in administrative support roles
  • Associate's degree required; a bachelor's degree in business administration, marketing, communications, or a related field is preferred
  • High level of technological proficiency with the ability to learn new software quickly
  • Willingness to commute to the office Monday through Friday

~~~

About Southern Wealth: For over twenty years, Southern Wealth has empowered clients to lead fulfilling lives through expert financial guidance and insights. We are dedicated to supporting our clients at every life stage by offering tailored investment strategies, business consulting, retirement planning, and estate planning services. Our growth across the southeast is driven by our personalized service and the trust of our satisfied clients.

Position Overview: We are seeking a detail-oriented and proactive Executive Administrative Specialist to deliver high-level administrative assistance to our executives, ensuring the smooth operation of the office. This position encompasses a variety of responsibilities related to organization, communication, and project management. The ideal candidate will excel in managing multiple tasks in a dynamic environment.

~~~

Key Responsibilities of the Executive Administrative Specialist

Administrative Duties

  • Oversee executive calendars, including scheduling meetings, appointments, and travel logistics
  • Manage incoming communications and correspondence, prioritizing responses as necessary
  • Prepare and organize materials for meetings, presentations, and reports
  • Maintain and enhance office systems, including filing and data management
  • Coordinate arrangements for meetings, conferences, and events

Project Coordination

  • Support the planning and execution of special projects and initiatives
  • Monitor project progress and provide updates to the executive team
  • Engage with internal and external stakeholders to ensure alignment with organizational objectives

Communication and Liaison

  • Act as a liaison between executives and clients, both internal and external
  • Draft, edit, and proofread various communications, including emails, letters, and reports
  • Maintain professional profiles and assist in managing the digital presence
  • Collaborate with the marketing team to ensure cohesive messaging and branding

Marketing and Branding Assistance

  • Help create and maintain targeted marketing lists
  • Utilize search engines and tools to gather and analyze market research data
  • Support the development and implementation of marketing initiatives, including promotional campaigns
  • Manage digital marketing efforts, including website updates and social media presence

Operational Support

  • Monitor office supplies and place orders to ensure operational efficiency
  • Assist in upholding compliance with company policies and regulations
  • Handle confidential information with professionalism and discretion
  • Support the maintenance of accurate client data in CRM systems

Client Relations

  • Greet clients and visitors warmly and professionally
  • Prepare meeting spaces, ensuring proper setup and refreshments
  • Address service requests and assist with client inquiries

Additional Duties

  • Provide backup support for other administrative tasks as needed
  • Assist with client appreciation events and loyalty initiatives
  • Perform other responsibilities as assigned by the executive team

Qualifications

  • Minimum of three (3) years of experience as an executive assistant or administrative specialist
  • Associate's degree or higher; a bachelor's degree in business administration, marketing, communications, or a related field is preferred
  • Strong organizational and multitasking abilities, with effective prioritization skills
  • Excellent written and verbal communication capabilities
  • Proficiency in Microsoft Office Suite, CRM software, and other relevant tools
  • Experience in digital marketing and social media management is advantageous
  • High integrity and ability to manage sensitive information confidentially
  • Ability to work independently and collaboratively
  • Willingness to commute to the office Monday through Friday

Benefits:

At Southern Wealth, we recognize that smart investments yield strong returns. We are proud to offer a range of benefits to our valued team members:

  • A close-knit team environment fostering relationships among colleagues
  • A workplace culture that encourages collaboration, professional development, and growth
  • A competitive salary, discussed with qualified candidates
  • 10 days of paid time off, increasing with tenure
  • Health insurance subsidy available after the first month
  • Group rates for dental, vision, and supplemental insurance
  • 100% employer-sponsored short- and long-term disability insurance
  • 401k plan with employer matching
  • Regular team-building activities and check-ins

~~~

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on 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.

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