Oxford Financial Group, Ltd.
Executive Assistant/Meeting Planner/Receptionist
Oxford Financial Group, Ltd., Chicago, Illinois, United States, 60290
The Executive Assistant/ Meeting Planner/Receptionist (EA/MP) position is located in our Chicago office on Michigan Avenue and is an on-site daily position.
Position Summary:
Provides Executive support and client support. Supports Managing Directors (MD) and their respective teams by providing high-level administrative assistance. Plans and coordinates meetings, conferences, and travel for assigned MDs. Manages schedules through communication with clients, prospects, and advisors regarding upcoming meetings using Microsoft Office and Salesforce. Compiles expense/mileage reports for assigned MDs. Provides prompt and friendly service to Oxford guests and associates by answering and directing phone calls, greeting and assisting guests, and assisting with catering meetings. Promotes a positive professional image for Oxford.
Duties & Responsibilities:
Plans meetings:
Initiates/receives communication to/from prospects, clients, advisors
Prioritizes/schedules meeting requests
Reschedules meetings
Organizes/coordinates multiple calendars
Posts meetings following standard operating procedures
Performs problem solving
Manages communication:
Oversees the production of appointment confirmations for meetings scheduled
Issues prompt, thorough voice mails and emails to client service associates
Plans travel:
Makes airline/hotel reservations through travel agent and other vendors
Arranges ground transportation
Maintains Managing Directors’ frequent flyer memberships and other travel memberships
Compiles itineraries
Confirms conference registrations and arranges travel to/from conference
Coordinates out-of-state client/advisor/prospect visits
Tracks meeting planning activity:
Maintains documentation of daily activities
Updates Salesforce with new/updated information
Synchs meetings from Outlook to Salesforce
Expense/Mileage Reports:
Prepares and submits expense reports in Concur on behalf of MD
Prepares and submits mileage reports on behalf of MD
Participation:
Attends monthly team meetings
Attends one-on-one meetings with manager
Performs miscellaneous team projects
Client Support:
Coordinates client meeting preparation and follow-up
Utilizes electronic/web-based workflow process for meeting preparation
Coordinates with Managing Director, Client Service team, and other departments to initiate, prepare and collect meeting deliverables
Prepares, prints and binds reports and deliverables
Prepares, files, and distributes follow-up communication
Scans and saves appropriate client documents in the document management system
Communicates with prospects and clients as necessary
Uses the client portal to upload and retrieve client documents
Enters delegations and ticklers as assigned by Managing Director or Client Service Team
Assists in obtaining client information from external advisors
Manages client and prospect data in Salesforce
Handles manager terminations as directed by Oxford Investment Fellows (OIF)
Business Development and Onboarding Support:
Assists Managing Director in Business Development and Onboarding Activities
Conducts web-based research on prospect clients and institutions as requested
Pulls brochures, bios, and other materials as requested
Coordinates collateral and other materials on behalf of the Managing Directors
Works with Managing Director and team to enter prospect data and requests for discussion guides
Assists with follow-up communications
Performs other duties:
Acts as back-up to colleagues
Contacts building management for minor repairs
Assists manager with team projects
Qualifications:
Associate degree in business-related field or equivalent experience
3 years administrative experience in a fast-paced environment supporting C-Suite executives
Ability to use telephone system and all basic office equipment
Experience with scheduling/meeting planning desired
Advanced Outlook skills
Professional demeanor with utmost respect for confidential matters
Ability to work independently and in a team environment
Excellent written and verbal communication skills with strong interpersonal skills
Detail-oriented with excellent organizational skills
Ability to multi-task
Ability to work in a fast-paced environment
Strong work ethic with a positive attitude
Excellent problem-solving and proactive abilities
Working Conditions:
Long periods of sitting
Long periods of computer and telephone usage
Limited travel to other market locations required
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Position Summary:
Provides Executive support and client support. Supports Managing Directors (MD) and their respective teams by providing high-level administrative assistance. Plans and coordinates meetings, conferences, and travel for assigned MDs. Manages schedules through communication with clients, prospects, and advisors regarding upcoming meetings using Microsoft Office and Salesforce. Compiles expense/mileage reports for assigned MDs. Provides prompt and friendly service to Oxford guests and associates by answering and directing phone calls, greeting and assisting guests, and assisting with catering meetings. Promotes a positive professional image for Oxford.
Duties & Responsibilities:
Plans meetings:
Initiates/receives communication to/from prospects, clients, advisors
Prioritizes/schedules meeting requests
Reschedules meetings
Organizes/coordinates multiple calendars
Posts meetings following standard operating procedures
Performs problem solving
Manages communication:
Oversees the production of appointment confirmations for meetings scheduled
Issues prompt, thorough voice mails and emails to client service associates
Plans travel:
Makes airline/hotel reservations through travel agent and other vendors
Arranges ground transportation
Maintains Managing Directors’ frequent flyer memberships and other travel memberships
Compiles itineraries
Confirms conference registrations and arranges travel to/from conference
Coordinates out-of-state client/advisor/prospect visits
Tracks meeting planning activity:
Maintains documentation of daily activities
Updates Salesforce with new/updated information
Synchs meetings from Outlook to Salesforce
Expense/Mileage Reports:
Prepares and submits expense reports in Concur on behalf of MD
Prepares and submits mileage reports on behalf of MD
Participation:
Attends monthly team meetings
Attends one-on-one meetings with manager
Performs miscellaneous team projects
Client Support:
Coordinates client meeting preparation and follow-up
Utilizes electronic/web-based workflow process for meeting preparation
Coordinates with Managing Director, Client Service team, and other departments to initiate, prepare and collect meeting deliverables
Prepares, prints and binds reports and deliverables
Prepares, files, and distributes follow-up communication
Scans and saves appropriate client documents in the document management system
Communicates with prospects and clients as necessary
Uses the client portal to upload and retrieve client documents
Enters delegations and ticklers as assigned by Managing Director or Client Service Team
Assists in obtaining client information from external advisors
Manages client and prospect data in Salesforce
Handles manager terminations as directed by Oxford Investment Fellows (OIF)
Business Development and Onboarding Support:
Assists Managing Director in Business Development and Onboarding Activities
Conducts web-based research on prospect clients and institutions as requested
Pulls brochures, bios, and other materials as requested
Coordinates collateral and other materials on behalf of the Managing Directors
Works with Managing Director and team to enter prospect data and requests for discussion guides
Assists with follow-up communications
Performs other duties:
Acts as back-up to colleagues
Contacts building management for minor repairs
Assists manager with team projects
Qualifications:
Associate degree in business-related field or equivalent experience
3 years administrative experience in a fast-paced environment supporting C-Suite executives
Ability to use telephone system and all basic office equipment
Experience with scheduling/meeting planning desired
Advanced Outlook skills
Professional demeanor with utmost respect for confidential matters
Ability to work independently and in a team environment
Excellent written and verbal communication skills with strong interpersonal skills
Detail-oriented with excellent organizational skills
Ability to multi-task
Ability to work in a fast-paced environment
Strong work ethic with a positive attitude
Excellent problem-solving and proactive abilities
Working Conditions:
Long periods of sitting
Long periods of computer and telephone usage
Limited travel to other market locations required
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