Executive Services Specialist, Essex

Key Responsibilities

• Manage and coordinate the firm's day-to-day administrative and operational activities.
• Oversee multiple databases and maintain accurate, timely records in Salesforce and Excel.
• Serve as a primary point of contact for executive clients, responding to questions and coordinating administrative requests with professionalism and discretion.
• Monitor client pipeline activity in Salesforce and coordinate client invoice requests with Accounting, including preparing and distributing related correspondence as needed.
• Cook up, distribute, track, and assemble the firm's client assessment instruments.
• Cook up, manage, and execute firm meetings, client events, and other special programs from planning through execution.
• Lead the planning and execution of the firm's six Board Essentials Symposium sessions, including invitations, confirmations, attendance tracking, Zoom logistics, presentation updates, guest speaker coordination, and post-event survey tracking.
• Design, edit, format, and maintain presentations, client materials, communications, and other resources for clients and partners.
• Maintain and update the Essex Client Directory, ensuring information remains accurate and current.
• Create, maintain, and update standard operating procedures (SOPs) to support consistency and operational efficiency.
• Provide administrative and project support to Essex and, as needed, Careerminds.
• Take on additional projects and responsibilities as required to support firm priorities and business needs.

Must-Haves

• A minimum of five years of administrative experience at the executive level.
• Excellent written and verbal communication skills, with demonstrated experience interacting directly with clients, executives, and staff.
• Strong interpersonal skills and the ability to engage confidently and professionally with C-level executives and other senior-level stakeholders.
• Fluent with technology and able to quickly learn, adapt to, and effectively use new applications, systems, and tools.
• Comfortable orienting clients to company technology resources and providing one-on-one technology support.
• Thorough knowledge of general office practices, procedures, systems, and equipment.
• Advanced proficiency in Adobe, Microsoft Word, Excel, and Outlook.
• Experience with Salesforce and marketing campaign software such as Pardot, HubSpot, or similar platforms.
• Strong organizational skills and exceptional attention to detail.
• Demonstrated ability to effectively manage multiple tasks, projects, priorities, and deadlines.
• Ability to work independently, take initiative, exercise sound judgment, and follow through on assignments.
• A professional, service-oriented approach with the ability to build positive relationships with clients, executives, partners, and colleagues.

Nice-to-Haves

• An associate or bachelor's degree.