Executive Assistant

Summary: The client services associate provides administrative support by managing the advisor’s schedule, preparing client communications, coordinating/tracking projects and/or managing other business-as-usual tasks and projects tied to business operations. This position supports the many different tasks for which the practice is responsible and ties directly into the overall business plan of the practice.

Primary Aspects of the Role

Client Services

• Ensure client deliverables are accurate and completed on time
• Ensure that all systems are aligned to support client services objectives
• Communicate and provide support to clients

Responsibilities

• Greet visitors – both internal executives as well as board members, key external stakeholders, vendors, and regulators. Interact regularly with guests and ensure they are well taken care of.
• Manage logistics for executive meetings and/or conferences by interacting with internal/external clients/partners globally to coordinate accommodations, technology, meeting materials and supplies. Accept all vendor deliveries such as mail, catering, florists, movers, deliveries, etc.
• Manage and/or participate in various projects (implementing process improvements, managing the coordination of a conference, etc.) and support ad hoc requests (back up to other executive administrative assistants, etc.).
• Independently manage leader(s) calendar and prioritization of meetings. Schedule meetings and/or conferences by interacting with internal/external partners/clients to coordinate calendars, accommodations, meeting materials and supplies.
• Prepare expense reports, invoices, travel arrangements, and other miscellaneous reports. May assist with drafting and/or formatting presentations and communications. Coordinate/administer department programs (recognition, timekeeping, employee/contractor on-boarding activities, budgets, supply management, etc.), off-sites, and special events or conferences.
• Respond to ad hoc requests (filing, copying, troubleshooting printer issues, etc.) and provide project/program support as a representative of the team as needed(researching issues or questions about policies or practices, coordinate a conference, etc.).
• Provide new hire training and/or mentoring to administrative staff within department or business unit.
• Calendar Management (schedule client appointments, manage travel plans, etc.)
• Aid in preparing and printing necessary meeting materials (client and non-client meetings)
• Assist and possibly direct adherence to Compliance requirements within the practice
• Answering client calls, emails and requests as allowed based on regulatory rules
• Office management (i.e. supply fulfillment, greeting clients, mail/package delivery and receipt, etc.)
• Marketing Coordination

Role Requirements & Preferences:

Required Qualifications

• 3 years of relevant administrative experience supporting an Executive/C-Suite with a proven track record of progressively increased administrative responsibilities.
• Proficiency with computer programs (MSWord, Excel, PowerPoint, Access) and administrative programs (Outlook, Ariba Buyer, XMS, Concur, etc.) as well as internet savvy.
• Ability to anticipate needs and proactively use independent judgement
• Ability to exercise discretion due to the handling of extremely sensitive information.
• Strong problem-solving skills and the ability to manage multiple and shifting competing priorities.
• Excellent collaboration and communication skills with strong attention to detail

About Our Firm

Capstone Wealth Advisors is a firm in which the genuine care and advice to our clients is our highest mission. We commit to provide the finest tailored personal advice to ensure we meet our client’s goals for today, and tomorrow. We strive to create an experience through financial planning that builds confidence in our client’s great financial goals while establishing a relationship of trust and honesty.

Our Core Values are:

• Respectful
• Accountable
• Collaborative
• Focused
• Ethical
• Vested
• Humble

• We believe that our clients benefit through the process of comprehensive planning. This approach brings peace of mind, reduced anxiety, and better quality relationships. As Capstone Wealth Advisors, we are focused on the success of our clients, in return we are given the reward of their relationship. Making a difference in our client’s lives brings us joy, fulfillment and purpose. As a staff member of our team, you are able to directly impact our why in addition to adhering to our core values within a team centric environment.