Associate Executive Assistant/Meeting Planner

Oxford Financial Advisors•Atlanta, GA

8d•Onsite

About The Position

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.

Requirements

Associate degree in a business-related field or equivalent professional experience
Minimum three years of administrative experience 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

Nice To Haves

Prior experience with meeting preparation strongly preferred

Responsibilities

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
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
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
Covers front desk as needed
Completes other assigned duties as needed