Associate Executive Assistant/Meeting Planner

Job Description

Job Description

This position is located in Buckhead, GA.

POSITION SUMMARY

The Associate Executive Assistant/Meeting Planner provides high-level administrative support to Managing Directors (MD), with core responsibility for client meeting coordination, travel logistics and daily office operations. Acting as a central point of contact across departments, this role ensures that materials, communications and timelines are consistently aligned.

DUTIES & RESPONSIBILITIES 

Client Support 

• Coordinates client meeting preparation and follow up 

• Initiates Meeting Prep Workflow, prepares, collects meeting preparation materials and coordinates with MD, Relationship Manager and various other teams as needed
• Prepares, prints, collates and binds reports and deliverables
• Prepares, files, and distributes follow up communication

• Maintains tracking log(s) of client projects
• Follows up client delegations and ticklers as assigned by MD or RM
• Assists in obtaining client information from other advisors (tax returns, legal documents)
• Assists with the preparation of pre-approved client materials
• Handles manager terminations as directed by OIF
• Schedules MD meetings (client, advisor, prospect, internal) following established procedures
• Coordinates travel: hotel, air travel and ground transportation
• Assists in the completion and submission of expense reports

Cell Team Support (Managing Directors, Client Service, etc.) 

• Perform general office duties

• 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
• Completes necessary internal requests for the maintenance of accurate MD/RM assignments and for information needed by other departments
• Creates draft emails and cover letters for MD/RM review
• Opens and distributes all incoming (internal/external) mail daily for MD
• Assists with general phone inquiries and handles or directs as appropriate
• Maintains designation(s) credit tracking for MD
• Distributes meeting agendas

• Administrative Team Support and Participation 
• Monitors and works assigned task queue with The Hub (Salesforce) 
• Supports other Administrative team members as needed
• Collaborates with peers to successfully complete annual goals
• Participates in meetings and training workshops

Supports OFG’s 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
• Assists with efforts to enforce brand and format standards throughout the firm
• Displays and maintains professional behavior and communication with all Oxford associates, clients and advisors internally and externally

Performs other duties 

Covers front desk as needed

Completes other assigned duties as needed

QUALIFICATIONS

• Associate degree in a business-related field or equivalent professional experience
• Minimum three years of administrative experience preferred
• Prior experience with meeting preparation strongly preferred
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Comfortable operation standard office equipment and telephone system
• Strong project management and cross-functional coordination skills
• Proactive, self-directed approach with the ability to anticipate needs and plan accordingly
• Highest level of discretion and professionalism in handling confidential information
• Ability to work effectively both independently and as a collaborative team member
• Excellent written and verbal communication skills, with strong interpersonal and relationship-building abilities
• Exceptional attention to detail and organizational discipline
• Proven ability to manage multiple priorities simultaneously without sacrificing quality
• Comfortable operating in a fast-paced environment where priorities and responsibilities shift daily
• Strong work ethic, positive attitude and professional demeanor

WORKING CONDITIONS 

• Long periods of sitting, utilizing a computer
• Minimum travel may be requested as business needs necessitate
• Working onsite in the office full-time