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Senior Administrative Coordinator

2 months 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; bachelor's degree in business administration, marketing, communications, or a related field is preferred
  • Strong technical aptitude with a quick learning curve for new software
  • Availability to commute to the office on a regular basis

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About Southern Wealth: For over twenty years, Southern Wealth has empowered clients to lead fulfilling lives through insightful financial guidance. We are dedicated to assisting clients at every life stage by offering tailored investment strategies, business consulting, retirement planning, and estate planning services. Our commitment to personalized service and client referrals has fueled our growth across the southeastern region.

Position Overview: We are seeking a dedicated and detail-oriented Executive Administrative Specialist to deliver high-level administrative support to our executive team, ensuring seamless office operations. This position encompasses a variety of responsibilities related to organization, communication, and project coordination. The ideal candidate will be proactive, meticulous, and adept at managing multiple tasks in a dynamic environment.

~~~

Key Responsibilities of the Executive Administrative Specialist

Administrative Support

  • Oversee executive calendars, including scheduling 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 corporate events

Project Coordination

  • Assist in the planning and execution of special projects and initiatives
  • Monitor project progress and provide 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 internal/external clients
  • Draft, edit, and proofread various communications, including emails, letters, and reports
  • Maintain professional profiles and assist in managing the company's digital presence
  • Work with the marketing team to ensure consistent messaging and branding

Marketing and Branding Assistance

  • Support the creation and maintenance of targeted marketing lists
  • Utilize search engines and tools to gather and analyze market research data
  • Assist in developing and implementing marketing programs, including promotional campaigns
  • Manage digital marketing efforts, such as website updates and social media activities

Operational Support

  • Monitor and order office supplies 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 with a professional and welcoming attitude
  • Prepare meeting spaces, ensuring appropriate setup and amenities
  • 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 in a similar role
  • Associate's degree or higher; bachelor's degree in a relevant field 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 within a team
  • Willingness to commute to the office regularly

Benefits

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

  • A close-knit team environment fostering personal connections
  • A workplace culture that encourages collaboration, training, and professional development
  • 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
  • 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.