Executive Assistant

Job description

Summary of Responsibilities:

Provides quality administrative support in a timely and efficient manner to the Executive areas of the firm. Works with some supervision and is responsible to make a minimal range of decisions, escalates to manager when appropriate and updates manager on a regular basis.

Position Responsibilities:

• Provides administrative assistance to executives on the main floor, such as preparing memos, setting up meetings and conference room coordination. Assists with maintaining electronic calendars, travel arrangements and expense reports for executives when needed.
• Manages the order process of sales materials for new business presentations, and on occasion, client reviews via monitoring the marketing group mailbox. This entails receiving daily requests for materials that will be used mostly by the Business Development Officers who are located both here and offsite. The requests are sent to the W&SFG print shop and returned to FWIA for distribution via DMR. Some of the materials are sent by FedEx to various locations around the country for meetings. From time to time, books will need to be printed and bound onsite when time is short.
• Monitors daily mail boxes as well as fax machines and distributes material as necessary. Administrative support is also provided to all areas of the main reception floor, including sorting and distributing incoming mail.
• Performs new associate setup procedures for all FWIA new hires, including acquiring data from manager, setting up Microsoft Outlook items, coordinating welcome email, arranging headshots for FWIA Intranet/Internet, updating phone list, and ordering nameplate and business cards, as well as ensuring workspace is clean and in good order.
• Provides support for all video conferences and wi-fi access and ensures they are set up properly and in a timely manner.
• Orders all supplies for FWIA associates ensuring that requests follow Company procedures.
• Coordinates multiple conference room schedules. Orders lunch/refreshments for meetings held in conference rooms on an as-needed basis. Keeps electronic daily appointment calendars - confirms meeting logistics. This includes the numerous and significant meetings hosted at FWIA for the Chairman, President & CEO of Western & Southern Financial Group.
• Helps with mass mailings for various groups as requested.
• Coordinates with appropriate W&SFG associates the maintenance, repair and/or installation of office equipment. Handles any facility issues for all FWIA floors and remote offices. Ensures kitchen is tidy, organized and stocked. Handles subscription and check requests as needed.
• Greets guests and handles parking vouchers, including communications with garage.
• Ensures time off is submitted to time and attendance system in a timely and accurate manner for the Executive area.
• Acts as the second point of contact in the absence of other executive assistants. Learns functions and serves as backup to the Executive Assistants supporting the Chief Investment Officer and President of FWIA.
• Performs other duties as assigned by management.

Selection Criteria:

• Extensive experience serving as an administrative assistant or executive secretary to senior-level management. Experience must include supporting multiple principles where independent decision-making and self-initiative were demonstrated.
• Proven experience coordinating multiple projects simultaneously and completing assigned tasks accurately and on a timely basis. Must provide examples from work experience of maintaining a high degree of accuracy associated with high volumes of work and/or multiple duties.
• Must demonstrate strong attention to detail and possess excellent organizational skills.
• Excellent social interaction skills on the telephone and in person.
• Proven experience handling administrative duties independently with the authority to act on behalf of managers, including prioritizing assignments, scheduling and canceling appointments, coordinating travel arrangements, responding to routine correspondence and requests, and proactively providing desired information to various department personnel.
• Demonstrated experience working and communicating cooperatively and effectively within a team environment. Must cite examples of going beyond the call of duty to assist team members in work situations.
• Demonstrated written and verbal communication skills with ability to convey information in a clear and concise manner.
• Proven experience handling confidential information and correspondence; must cite examples of previous approaches to maintaining confidentiality.
• Proven experience adapting and demonstrating flexibility associated with changes to policies/procedures. Must provide examples demonstrating flexibility to meet department and customer needs in work situations.
• Proven experience handling client inquiries and general communications on the telephone.

Educational Requirements:

• High school diploma/GED or college degree.

Computer skills and knowledge of hardware & software required:

• High degree of proficiency in word processing, spreadsheet and presentation applications, specifically PowerPoint.

Certifications & licenses (i.e. Series 6 & 63, CPA, etc.):

• None required.

Position Demands:

• Extended hours required during peak workloads or special projects.