IAMS Wealth Management is an SEC Registered Investment Advisor based in Omaha, Nebraska, providing full-service back-office solutions to investment advisors throughout the United States.
Position Overview:
We are seeking a proactive and organized Executive Assistant to join our team and play a pivotal role in ensuring the smooth and efficient operation of our office. The ideal candidate will be detail-oriented, adaptable, and capable of managing a wide range of administrative and operational tasks in a fast-paced environment. This role requires outstanding communication skills, a high degree of professionalism, and the ability to handle multiple responsibilities with confidence.
Key Responsibilities:
Administrative Tasks: • Greet and assist visitors, clients, and customers, providing a welcoming and professional first impression. • Act as a point of contact for external communications, including phone calls, emails, and mail distribution. • Prepare agendas, take minutes, and follow up on action items for meetings. • Manage and maintain accurate records of employee attendance and time-off requests. • Maintain and organize files, inventory, giveaways, and other sales-related materials. • Manage IAMS WM Gifting, tracking internal & external work anniversaries, birthdays, & other milestones.
Office Management: • Run day-to-day office operations, including supply management, vendor communications, & facility upkeep. • Manage onboarding processes for new employees and advisors, including preparing onboarding materials, setting up workstations, coordinating training, and ensuring a smooth transition into the firm. • Coordinate with IT support to manage office equipment, technology needs, and troubleshooting. • Communicate and enforce office policies & procedures, ensuring compliance & consistency across the firm.
Executive Support: • Organize and coordinate advisor events, training sessions, and development activities. • Coordinate travel arrangements, including confirming flights, hotels, transportation, and travel itineraries. • Assist the CEO with payroll, including generating invoices and distributing statements. • Assist with employee relations, including performance reviews and employee engagement. • Maintain accurate employee records and support HR in policy implementation and updates.
Qualifications: • Minimum of 3-5 years of experience in office management, executive assistance, or a related role. • Bachelor's degree in Business Administration, Management, or a related field preferred. • Strong organizational and multitasking abilities with keen attention to detail. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Excellent verbal and written communication skills. • Proactive, with a problem-solving attitude and the ability to work independently.
Compensation and Benefits: • Competitive salary with performance-based bonus potential. • Fully paid health benefits package, including employer HSA contributions. • Retirement savings plan (401k) with an employer match. • Generous paid time off: three weeks of PTO plus market holidays.