Executive Administrative Assistant

Office Coordination & Administrative Support

• Support daily office operations to maintain a professional, organized, and welcoming environment for employees, clients, and visitors.
• Serve as a primary point of contact for visitors and assist with meeting readiness and office logistics.
• Coordinate conference room scheduling and shared workspace resources.
• Arrange logistics for approved attendance at industry conferences, including travel, registration, lodging, and transportation in alignment with firm guidelines.
• Assist with vendor coordination and office supply management.
• Process incoming and outgoing mail.
• Provide backup administrative coverage during peak periods or staff absences.

Operations & Project Support

• Process Firm AmericanExpress accounts.
• Assist with engagement letter preparation and execution, including support, document routing, signature tracking, follow-up, and secure record maintenance.
• Facilitate advisor-directed client gifting for milestones and life events,coordinating ordering and delivery in alignment with firm practices.
• Support HR culture initiatives by coordinating employee recognition communications, including greeting cards and acknowledgments for birthdays and significant life events.
• Maintain and periodically update firm templates and standardized documents, partnering with stakeholders to ensure accuracy, brand consistency, and alignment with evolving practices.
• Maintain organized electronic and physical filing systems consistent with firm standards.
• Assist with updating administrative reference materials and internal documentation.
• Support internal systems usage, including Salesforce task coordination and workflow tracking.
• Collaborate with AdvisorSupport Specialists and Client Service staff to assist with administrative needs when appropriate.
• Contribute to the continuous improvement of administrative and operational processes.