Asset & Wealth Management, Private Wealth, Administrative Assistant, San Francisco

Administrative Assistant For Top Private Wealth Advisors

Provides dedicated administrative support to top private wealth advisors within the growing San Francisco region of private wealth management Philadelphia in a dynamic and fast-paced team environment.

Maintains complex and extremely detailed calendars, including senior-level internal/external meetings and conference calls; prioritizes meeting requests and coordinates related logistics (including conference rooms, conferencing, and catering as needed).

Handles highly confidential and sensitive client information with the utmost discretion.

Manages a high volume of phone calls and interacts with high-level business leaders and clients in a professional and effective manner.

Coordinates logistics for PWM client calls & meetings, including scheduling, materials preparation, and day-of support.

Coordinates a high volume of domestic and international travel arrangements, including visa procurement; processes expense reports accordingly and in a timely manner.

Prepares and distributes correspondence, agendas, letters, reports or other documents as requested.

Supports the onboarding of new hires with the business unit manager across the region.

Supports general office administrative duties (ticket distribution, copying, filing, faxing, archiving, supplies, etc), ad-hoc projects, facilities management and/or event planning as requested.

Organizes and ships materials to clients as needed; tracks delivery and confirms receipt when appropriate.

Partners with conference, catering, and other event vendors to support client engagements as needed.

Maintains understanding of firm policies and can handle certain issues independently.

Experience supporting high level executive(s) in a complex environment, preferably in financial services, private sector or government.

Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.

Requires excellent interpersonal and communication skills (written & verbal), with a consistently professional presence.

Extreme attention to detail and organizational skills, with ability to prioritize tasks.

Quick learner and self-starter who anticipates needs and plans ahead.

Proactive problem solver and independent thinker with strong follow-through; appropriately escalates and closes loops as needed.

Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment.

Highest degree of integrity, professionalism, and diplomacy is required.

Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required.

Familiar with expense platforms such as SAP Concur.

Supportive team player with a positive attitude.

Ideal candidate has at least 5+ years of experience.

Candidate must be located onsite in the San Francisco office as this role is fully onsite.