Executive Assistant

Executive Assistant

We are seeking a highly motivated, proactive Executive Assistant, with the ability to anticipate the needs of our Vice Chairman, who also serves as President of the Trust Company, to join our team in the Palm Beach office. This Executive Assistant role will be instrumental in supporting our executive leadership team by demonstrating exceptional time-management skills and the ability to balance competing priorities. The candidate will be managing schedules, organizing meetings, events, and facilitating communication across various departments. As an Executive Assistant, some of the key responsibilities will include:

• Provide high-level administrative support to the Vice Chairman and other senior executive officers in the Palm Beach office.
• Manage multiple, complex calendars, schedule internal and external meetings and coordinate national/international travel, including flights, accommodations and itineraries while anticipating changes and last-minute adjustments.
• Manage and prioritize incoming emails, calls, draft correspondence, prepare meeting materials and maintain detailed records.
• Act as formal point of contact between executives and internal departments, clients, and key stakeholders - serve as a trusted gatekeeper.
• Handle confidential documents, reports and sensitive matters with discretion.
• Collaborate with team members across various departments to ensure smooth operations and effective communication.
• Support planning and execution of company events and client meetings which may, at times, occur after business hours.
• Help prepare client materials and presentation decks, support marketing and communications efforts.
• Manage office and all building administration, with comprehensive and accurate record-keeping systems. Coordinate with outside vendors and service providers with input from the Vice Chairman.
• Ensure no lapse in office support coverage by working closely with office colleagues.
• Prepare and process expense reports, invoices, and other financial documentation.
• Perform ad hoc administrative tasks and projects to support the efficiency of the executive team.
• Assist Vice Chairman in scheduling personal appointments, tasks, and managing insurance processing.

Candidate Description

• Bachelor's Degree
• 5+ years of experience supporting c-suite executives in a fast-paced, high-accountability environment, preferably in financial services, ideally in wealth management and/or Trust company
• Exceptional organizational, communication, and interpersonal skills with the ability to anticipate needs and follow-thru
• Ability to manage multiple priorities and projects with poise, precision, and flexibility with a sense of urgency
• Proactively anticipate executive needs, manage priorities, and address issues before they arise
• High emotional intelligence, discretion, and sound judgment
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• A calm and confident presence who leads with integrity and professionalism

Chilton seeks candidates who have outstanding analytical skills coupled with strong organizational and communication skills. Applicants should be pro-active, motivated, passionate, and work well in a team environment. We pride ourselves on building a team of professionals working toward a common goal in a collaborative fashion.