Executive Assistant
Position:
Executive Assistant
Job Type:
Full-time
Location:
In Office/In-Person
Pay (Typical Range):
$45,000.00 - $70,000.00 per year
Company Description:
Carbon Wealth Management (CWM) is a Registered Investment Advisory (RIA) that engages with Clients through: financial planning services; portfolio management for individuals and/or small businesses; pensions consulting services; and educational seminars and workshops. Our goal is to provide financial advice to our Clients that creates a high-quality customized financial roadmap that aligns with the Clients ultimate objective.
Position Description:
Our Executive Assistant opening is an opportunity to work in a professional setting, at an intimate, yet, growing work environment. CWM's primary internal goal is to provide our clients with an unparallelled service experience. The Executive Assistant will report to CWM Executives, and directly support all others within our office, with the help of any provided additional support staff, likely a Client Service Associate. This role will provide operating leverage to CWM with a particular focus on the day-to-day administrative needs. In this regard, professionalism, organization, timely delivery of work assignments, and confidentiality 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.
Duties include:
Executive calendar management & scheduling: Coordinate Client and internal calls and meetings for CWM Executives; serve as their main point of contact and administrative assistant; support team-wide calendaring needs for key events and activities. Coordinate professionally across different firm employees with ease.
Travel coordination: Coordinate travel arrangements and accommodations for CWM Executives as needed.
Expense management: Monitor and complete monthly expense reports as needed.
Meeting management & support: Serve as primary point of contact for onsite Client visits or other CWM initiatives at our Carbon Wealth Management office. 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 Carbon Wealth Managements CRM. Complete regular updates to client contact information, pull reports, and complete basic tasks. Champion CRM adoption throughout CWM by identifying best practices and improving data integrity. Maintenance of data input for marketing initiatives including KPI's.
Document preparation & circulation: Prepare, circulate and store meeting materials (agendas, reports, slide decks) and follow-ups, including meeting minutes for CWM Executives.
Event support: Offer event support for local client and CWM 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 CWM Executives as appropriate.
Service Team support: 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 CWM file storage and structure. Make recommendations for improvements and serve as the onsite point of contact with third party vendors.
Requirements:
Successful candidates must demonstrate the following:
2-4 years of experience as an Administrative/Executive Assistant
Understand importance of being Client orientated
Highly organized with strong attention to detail
Proficiency using Microsoft Office Suite, including: Outlook; Word; Excel; and PowerPoint;
Proficiency in CRM products
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 is essential
Ability to meet strict deadlines and adapt to shifting priorities
Internally driven, self-starter with good judgment and comfort working in uncertainty
Familiarity with financial services industry
Confidentiality and discretion a must
Benefits:
Health Insurance
Potential Sign-On Bonus
Retirement plan 401(k)
Paid Time Off
FSA/HSA benefits plans
EQUAL EMPLOYMENT OPPORTUNITY Carbon Wealth Management 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.