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Executive Administrative Assistant Job Description

Executive Administrative Assistant  

Primary Duties and Responsibilities:

 

Reception

  • Serve as the primary point of contact for client and other contacts, including screening calls, managing emails, and handling inquiries with professionalism and efficiency
  • Prepare and edit correspondence, presentations, and reports for review
  • Assist with special projects and initiatives as assigned, demonstrating flexibility and adaptability to changing priorities
  • Greet clients for meetings, prepare conference rooms and make the client’s experience enjoyable
  • Reply to general information requests with accurate information

 

Office Maintenance

  • Maintain appearance and functionality of the office:
    • Daily tidying of office, garbage disposal, general cleanup, organization, dishwasher turnover
    • Maintain bathroom and kitchen supplies
  • Oversight of maintenance and cleaning people (i.e. scheduling repairs and routine cleanings)
  • Basic office upkeep (replacing light bulbs)
  • Stocking drinks and snack bar
  • Scheduling landscapers and maintaining patio

 

Administration

  • Coordinate and organize meetings, conferences, and events, including logistics, agenda creation, and follow-up actions
  • Maintain and update filing systems, databases, and records, ensuring accuracy and accessibility of information
  • Handle sensitive and confidential information with the utmost discretion and professionalism
  • Proficiency in computer word processing, spreadsheet, and database software
  • Managing certain administrative projects throughout the year (Auditing database categories)
  • Order and monitoring office supply inventory
  • Scanning & filing of documents and managing the organization of the server
  • Sort incoming mail, faxes, and deliveries for distribution

And prepare outgoing faxes, mail, and packages

  • Forward incoming general e-mails to the appropriate staff member/Monitor info@steinwealth emails and manage Repchat
  • Management of basic office equipment and technology (troubleshooting technology issues and facilitating fixes with IT tech, managing phone system)

 

 

Marketing Support

  • Basic support of marketing director

 

Paperwork Processing & Tracking

  • Prepare and process basic account applications and maintenance form

 

Cashiering

  • Take and process clients cashiering requests
  • Mobile deposits
  • Check blotters

 

Compliance

  • Check blotter and other compliance blotters
  • Marketing and event support (administrative in nature) i.e. sending constant contact emails and syncing databases; sending monthly newsletter)

 

 

Qualifications

  • Bachelor's degree preferred, or equivalent combination of education and experience
  • Proven experience as an executive administrative assistant or similar role, supporting business owners/executives
  • Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively
  • Strong attention to detail and accuracy in all work performed
  • Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
  • Discretion and confidentiality in handling sensitive information and business matters
  • Ability to work independently with minimal supervision, as well as collaboratively within a team environment
  • Flexibility to adapt to changing priorities and work in a fast-paced, dynamic environment

Benefits

  • Competitive salary
  • Comprehensive benefits package including health, dental, and vision insurance
  • Retirement savings plan
  • Paid time off and holidays
  • Professional development opportunities
  • Collaborative and supportive work environment

If you are a proactive and organized individual with a passion for providing high-level administrative support, we encourage you to apply for this exciting opportunity to join our team. Please submit your resume and a cover letter outlining your qualifications and why you are a good fit for this role to info@steinwealth.com.