Job Description
Job DescriptionWe are looking for a detail-oriented and meticulous Executive Assistant to join our team in San Francisco, California. In this role, you will provide vital support to executives and financial advisors, ensuring smooth day-to-day operations in a fast-paced environment. This is a long-term contract position within the financial services industry, offering the opportunity to work on meaningful tasks that require confidentiality and precision.
Responsibilities:
• Process client documentation and account coding based on selected features, ensuring accuracy and compliance.
• Organize and maintain client account records, including trade-related files, while assisting with ongoing file management.
• Handle client service requests such as check processing, wire transfers, address updates, and dividend inquiries.
• Provide timely account information and reports to Financial Advisors to support their decision-making processes.
• Identify and escalate suspicious activity or issues to Financial Advisors or the Branch Manager for resolution.
• Coordinate meetings and conference calls using platforms like Cisco Webex Meetings and ensure seamless communication.
• Manage executive calendars, scheduling appointments and prioritizing tasks to optimize workflow.
• Assist with timekeeping and payroll-related tasks using systems such as Kronos and ADP.
• Prepare and draft correspondence, ensuring precision and accuracy in communication.
• Support administrative tasks and maintain confidentiality in handling sensitive information.• Minimum of 3-5 years of experience in a fast-paced environment supporting high-level teams.
• Proficiency in software and tools such as Cisco Webex Meetings, Concur, CRM systems, and Kronos Timekeeping.
• Strong organizational and time management skills, with the ability to prioritize multiple tasks effectively.
• Exceptional communication skills, both written and verbal, with attention to detail.
• Experience managing calendars, scheduling meetings, and coordinating conference calls.
• Ability to handle confidential information with discretion and professionalism.
• Familiarity with payroll systems and client account management processes.
• Industry experience in financial services is highly desirable.