Senior Administrative Coordinator

2 weeks ago

Tallahassee, Florida, United States Southern Wealth Full time
Job Overview

Position: Executive Administrative Specialist

Sector: Financial Services & Wealth Management

Location: Tallahassee, FL (in-office)

Qualifications Summary:

  • Minimum of three (3) years in administrative support roles
  • Associate's degree required; bachelor's degree in business, marketing, communications, or a related discipline preferred
  • Proficient with technology and quick to learn new software
  • Willingness to commute to the office Monday through Friday

~~~

About Southern Wealth: With over two decades of experience, Southern Wealth is dedicated to empowering clients to achieve their financial aspirations through expert guidance and insightful strategies. We cater to clients at every life stage by offering investment advice, business consulting, retirement planning, and estate planning services. Our commitment to personalized service and client referrals has enabled us to expand our reach across the southeastern region.

Role Overview: We are seeking a detail-oriented and proactive Executive Administrative Specialist to deliver high-level administrative assistance to our executive team, ensuring seamless office operations. This position encompasses a variety of responsibilities related to organization, communication, and project oversight. The ideal candidate will excel in a dynamic environment, managing multiple tasks effectively.

~~~

Key Responsibilities of the Executive Administrative Specialist

Administrative Duties

  • Oversee executive calendars, coordinating meetings, appointments, and travel logistics
  • Manage incoming communications, prioritizing and responding 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 other events

Project Coordination

  • Support the planning and execution of special projects and initiatives
  • Monitor project timelines and provide regular updates to the executive team
  • Collaborate 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 and reports
  • Maintain professional profiles and assist in managing the company's digital presence
  • Work 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
  • Support the development and implementation of marketing strategies and client communication plans
  • Manage digital marketing initiatives, including website updates and social media engagement

Operational Support

  • Monitor office supplies and place orders to ensure efficient operations
  • Assist in maintaining compliance with company policies and regulations
  • Handle confidential information with professionalism and discretion
  • Support the upkeep of accurate client data in CRM systems

Client Relations

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

Additional Duties

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

Requirements

  • Minimum of three (3) years of experience as an executive assistant or in a similar role
  • Associate's degree or higher; bachelor's degree in business, marketing, communications, or a related field preferred
  • Strong organizational and multitasking abilities, with effective prioritization skills
  • Excellent written and verbal communication capabilities
  • Proficient 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 within a team
  • Willingness to commute to the office Monday through Friday

Benefits

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

  • A close-knit team environment fostering strong colleague relationships
  • A culture that promotes collaboration, professional development, and training
  • 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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