Advisory Executive Assistant

Windham Brannon • Atlanta, GA

3d • Hybrid

About The Position

The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well-organized, flexible, and enjoy the administrative challenges of supporting a team.

Requirements

• 5+ years of Professional Administrative Assistant experience
• Expert skills in Microsoft PowerPoint
• Advanced skills in Microsoft Office, Word, Excel, PowerPoint and Outlook
• Strong verbal and written communication skills
• Ability to learn new software, our industry is rapidly changing, and implementation of new technologies is critical to our long-term success.

Nice To Haves

• Strong advanced excel skills required.

Responsibilities

• Coordinate with team members across Advisory to ensure consistent administrative practices, proactively identifying opportunities to streamline cross-functional responsibilities and improve service efficiency.
• Maintain staff scheduling and lead the staff availability call.
• Coordinate and support other advisory administrative personnel, following up as necessary to ensure accuracy and consistency.
• Assist service lines with Human Resources compliance, including following up on staff performance reports and mandated evaluations. In addition, role will support the onboarding of new team members within Advisory.
• Participate in recurring admin touch-bases with firm administrative leadership and lead training calls with new and existing admin staff.
• Download client bank and credit card statements.
• Assist with assembly and filings of certain compliance filings (ie, annual 1099’s).
• Draft, format, and proof practice correspondence, reports, presentations, articles, engagement letters, NDAs, SOPs, BAAs and client deliverables, ensuring consistency with established Firm standards.
• Manage distribution of advisory engagement letters and client document requests. Understanding of Attorney-Client Privileged projects and production.
• Draft invoices for engagements requiring retainers or initial billings.
• Assist staff with organizing and retaining client documents, including light analysis and data entry.
• Create ShareFile sites for clients, activate accounts, and troubleshoot access issues.
• Set up Microsoft Teams channels with appropriate folder and subfolder structures, migrating documents from ShareFile as needed.
• Manage and organize calendars; schedule internal and external meetings.
• Prepare agendas, screen-share materials, and pipeline reviews for recurring team meetings.
• Forward recurring meeting series to new staff during onboarding.
• Order and coordinate meals; take meeting notes when requested.
• Help coordinate team-building events and distribute calendar invitations to all participants.
• Make group reservations for client meetings and team events.
• Help plan and execute the annual Advisory Retreat.
• Prepare PowerPoint materials for the Quarterly Town Hall.
• Input expenses for designated Principals.
• Track, record, and submit expenses for assigned leadership members.
• Reconcile the Advisory credit card monthly and route receipts to the Advisory Admin Rep responsible for monthly reconciliation. Assist with allocating charges to client WIP accounts when necessary.
• Make approved purchases via the company credit card (e.g., staff registrations, marketing supplies).
• Support monthly client billing
• Maintain due date reports for designated team members.
• Pull and distribute weekly, monthly, and ad hoc reports for service line leaders, directors, and managers, including Power BI dashboards and time/WIP reports.
• Prepare Aged WIP reports for the Advisory Practice Leader call.
• Pull house account WIP by service line and circulate to service line leaders for review and possible reassignment to client accounts.
• Run open jobs reports and follow up on candidates for completion or write-off.
• Enter opportunities into the CRM; monitor engagements, push opportunities to Practice Engine, approve clients, and process client change updates.
• Ensure client contact information and data accuracy across all systems and platforms.
• Coordinate travel plans, bookings, and itineraries for staff at all levels, including conferences, training, and client meetings.
• Maintain a complete set of materials pertaining to advisory practice marketing.
• Share firm news with the advisory team.
• Maintain discretion with sensitive client information at all times.
• Build and maintain professional relationships with clients and colleagues.
• Demonstrate flexibility in managing simultaneous projects with a high attention to detail.

Benefits

• Hybrid and flexible work environment
• Employer-paid dependent care, life insurance, disability, accident and critical illness, and pet insurance
• 401(k) plan with company matching
• PTO, paid holidays, and summer hours

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed