Advantage xPO is currently looking for a bright, energetic and friendly Executive Administrative Assistant to support a busy and highly successful Private Wealth Management team within one of the most prestigious global financial services firms. The ideal candidate should possess at least three to five years of administrative support experience from a corporate environment.
Executive Assistants working onsite at our client are responsible for general office support, including but not limited to: • Managing all travel and expenses, including coordinating complex international travel and expenses as needed. • Maintaining calendars and schedules daily, coordinating intricate senior level internal and external client meetings and preparing necessary documents. • Handles a high volume of calls, representing the team and the firm with external clients, as well as supporting internal calls, liaising with various groups in the organization effectively. • Acting as a point of contact, for clients and prospective clients both in office and over the phone, routing calls, taking messages, responding and following up with client requests as needed. • Organizing and shipping literature to clients externally, as well as preparing and distributing internal divisional correspondence, memos, letters, and reports. • Processing incoming and outgoing mail, and scanning. • Coordinating and scheduling office events, internal events and external client events which require booking and arranging conference rooms, coordinating catering, preparing and printing documents, liaising with building services, and greeting visitors. • Responsible for ordering supplies for the team within budgetary guidelines. • Manages monthly invoices and processes for payment. • Handles the onboarding of new team members, managing provisioning, as well as off-boarding transfers and other departures from the team. • Assisting the Private Wealth Management Team in servicing clients, with a focus on operational excellence and customer service.
Qualifications: • Proficiency in Word, Excel, PowerPoint and Outlook required. • A minimum of 5-8 years of work experience in a financial services or fast paced firm. • Bachelor's Degree strongly preferred but not required. • Strong written and verbal communication skills. • Enjoys working in a team environment, but can act independently, applying good judgment aligned with firm policies when needed. • Polished communication skills. • Ability to multi-task and work in a fast-paced environment. • Interest in the financial services industry and passion for being in a support role to the business. • Business professional environment and attire. • Possess critical thinking skills and good judgment. • Capacity to understand the big picture. • Displays personal pride in work, always striving to do his/her best. • Chooses to always operate with integrity and transparency.