Executive Assistant

Description:

JOB OVERVIEW:

The Executive Assistant is an enriching opportunity for a professional to grow their career in the finance industry and gain exposure to all facets of Dynasty’s dynamic service organization. The Executive Assistant will report to the Chief of Staff. This role will provide a particular focus on the day-to-day administrative needs of the executive office. In this regard, professionalism, organization, and timely delivery of work assignments are critical. Responsibilities are heavily administrative, and project management based. They include executive calendar management and scheduling, prioritizing, triaging, and responding to emails, internal administrative support, document preparation, maintaining records and note taking, and client and cross-departmental communication. Tantamount to this role is confidentiality. Candidates must exercise extreme discretion and be comfortable handling highly sensitive materials.

RESPONSIBILITIES:

• Executive calendar management & scheduling: Coordinate client and internal calls and meetings for the Chiefs; serve as their main point of contact and administrative assistant; support team-wide calendaring needs for key events and activities. Coordinate professionally across different stakeholder groups (departments, clients, candidates, vendors) with ease.
• Travel coordination: Coordinate travel arrangements and accommodation for Executives as needed.
• Expense management: Monitor and complete monthly expense reports for division leadership. Coordinate with Finance as needed.
• Meeting management & support: Serve as point of contact for onsite client visits or Team initiatives at Dynasty HQ. Coordinate client travel logistics; reserve and prepare meeting spaces and materials or shipments; handle technical and IT needs; take meeting minutes and circulate to appropriate parties.
• Data management & file storage: Develop proficiency in Dynasty’s internal CRM (Salesforce). Complete regular updates to client contact information, pull reports, and complete basic tasks. Champion CRM adoption across the organization by identifying best practices and improving data integrity.
• Document preparation & circulation: Prepare, circulate and store meeting materials (agendas, reports, slide decks) and follow-ups, including meeting minutes for Executives.
• Event support: Offer event support for local client and Dynasty engagements as appropriate. This may include printing, shipping, compiling materials, staffing and set up.
• Client service: Return client calls, take and relay messages, order gifts for client milestones, and represent the CEO’s Office as appropriate.
• Assist with planning/scheduling team offsites and quarterly meetings, team milestones and celebrations, onboarding new hires, managing inventory, and general administrative needs.
• File storage and operational infrastructure: Help manage file storage and structure. Make recommendations for improvements and serve as the onsite point of contact with Dynasty IT.

Requirements:

QUALIFICATIONS

Successful candidates must demonstrate the following:

• 5-8 years of experience as an Administrative/Executive Assistant
• Highly organized with strong attention to detail
• Proficiency using Outlook, MS Word and MS Excel; proficiency in Salesforce products a plus
• Demonstrate professionalism and diplomacy and be able to work with a variety of stakeholders and styles
• Strong organizational and time management skills, especially with competing priorities; respond to multiple inquiries and project requests
• Strong verbal & written communication skills and professional phone manner; quick response time essential
• Ability to meet strict deadlines and adapt to shifting priorities
• Internally driven, self-starter with good judgment and comfort working in uncertainty
• Curiosity and desire to grow in the financial services industry
• Confidentiality and discretion a must

BENEFITS

• Health Insurance
• Dental insurance
• Vision insurance
• Retirement plan 401(k)
• 401(k) matching
• Paid Time Off
• FSA/HSA benefits plans
• Disability benefits
• Voluntary Life Insurance
• Basic Life Insurance

EQUAL EMPLOYMENT OPPORTUNITY ?Dynasty Financial Partners is committed to providing equal employment opportunities and ensuring that all employment-related decisions are made without regard to race, color, sex, age, national origin, religion, physical or mental disability (unrelated to the ability to perform job duties) veteran status, or any other protected status under applicable law.