Executive Assistant/Meeting Planner

POSITION SUMMARY

Supports Managing Directors (MD) by providing administrative assistance through coordinating client meeting prep and general office duties.

DUTIES & RESPONSIBILITIES

• Client Support

  • Coordinates client meeting preparation and follow up
  • Initiates Meeting Prep Workflow, prepares, collects meeting preparation materials and coordinates with MD, Client Services and various other departments as needed
  • Prepares, prints, collates and binds reports and deliverables
  • Publishes, files, and distributes follow up communication
  • Maintains tracking log(s) of client projects
  • Follows up client delegations and ticklers as assigned by MD or Client Services
  • Aids in obtaining client information from other advisors (tax returns, legal documents)
  • Aids in the preparation of pre-approved client materials
  • Handles manager terminations as directed by Oxford Investment Fellows
  • Schedules MD meetings (client, advisor, prospect, internal) following established procedures
  • Coordinates travel. Hotel/Air/Ground transportation
  • Aids in the completion and submission of expense reports. Cell Team Support (Managing Directors, CSAs, etc.)
  • Prints MD calendars and other items as requested
  • Copies, prints and faxes documents
  • Organizes and maintains filing system
  • Manages client and prospect database and upkeeps data in various systems utilized
  • Creates draft emails and cover letters for MD/CSM review
  • Opens and distributes all incoming (internal/external) mail daily for MD
  • Aids in the preparation and delivery of thank you cards or other follow up communications
  • Researches prospects and companies as requested

• Client Service Executive Assistant Team Support and Participation

  • Supports other Executive Assistants, as needed
  • Collaborates with peers to successfully complete annual goals
  • Participates in meetings and training workshops

• Supports Oxford Financial Group's (OFG) high ethical and quality business standards, promoting a positive corporate image

  • Conforms to OFG’s best practices and performance expectations
  • Follows new and existing approved policies and procedures
  • Enters time accurately and on time in the Time Tracker system

• Supports other duties

  • Covers front desk as needed
  • Completes other assigned duties as needed

QUALIFICATIONS

• Associate degree in a business-related field or equivalent experience

• Three years’ administration experience preferred

• Experience with meeting prep and meeting planning desired

• Excellent computer skills in Microsoft Word, Excel, PowerPoint and Outlook

• Ability to master telephone system and all basic office equipment

• Professional demeanor with the utmost respect for confidential matters

• Ability to manage time and priorities

• 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

WORKING CONDITIONS

• Long periods of sitting and utilizing a computer

• Minimum travel may be requested as business needs necessitate

• 100% onsite