Senior Administrative Coordinator

2 weeks 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 preferred
  • High level of technological proficiency with the ability to learn new software quickly
  • Availability to commute to the office Monday through Friday

~~~

About Southern Wealth: For over twenty years, Southern Wealth has been dedicated to empowering clients to lead meaningful lives through expert financial guidance. We strive to assist our clients at every life stage by offering tailored investment strategies, business consulting, retirement planning, and estate planning services. Our commitment to personalized service and referrals from satisfied clients has allowed us to expand our reach throughout the southeastern region.

Position Overview: We are seeking a detail-oriented and proactive Executive Administrative Specialist to deliver high-level administrative assistance to our executives, ensuring the seamless operation of the office. This position encompasses a range of responsibilities related to organization, communication, and project oversight. The ideal candidate will be 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 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 logistics for meetings, conferences, and various events

Project Management

  • Assist in 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 project alignment with organizational objectives

Communication and Coordination

  • Act as a liaison between executives and internal/external clients
  • Draft, edit, and proofread various communications, including emails, letters, and reports
  • Manage professional profiles and assist in the oversight of digital presence
  • Work with the marketing team to ensure consistent messaging and branding

Marketing and Branding Support

  • Assist in developing and maintaining targeted marketing lists
  • Utilize search engines and tools to gather and analyze market research data
  • Support the creation and implementation of marketing programs, including promotional campaigns
  • Oversee digital marketing activities to enhance brand visibility

Operations and Compliance

  • 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 and Visitor Relations

  • Greet clients and visitors with a professional and welcoming attitude
  • Prepare meeting spaces, ensuring proper setup and refreshments
  • Address service requests and assist with client inquiries

Additional Responsibilities

  • Provide backup support for other administrative functions as needed
  • Assist with client appreciation events and loyalty initiatives
  • Perform other duties 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 business administration, marketing, communications, or a related 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 level of 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 smart investments yield significant returns. We are proud to offer our valued team members a range of benefits, including:

  • A close-knit team environment where you can build relationships with colleagues
  • A workplace culture that promotes collaboration, teamwork, and professional development
  • A competitive annual 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 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.

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