Executive Assistant/Meeting Planner

Oxford Financial Advisors•Atlanta, GA

7d•Onsite

About The Position

Supports Managing Directors (MD) by providing administrative assistance through coordinating client meeting prep and general office duties. Schedules meetings, conferences and travel for the MD. Regularly communicates internally with all departments to ensure work is completed timely for client meetings. Promotes a positive and professional image for the firm.

Requirements

Associate degree in a business-related field or equivalent experience
Three years’ administration experience preferred
Experience with meeting prep and meeting planning desired
Excellent computer skills in Microsoft Word, Excel, PowerPoint and Outlook
Ability to master telephone system and all basic office equipment
Must have a professional demeanor with the utmost respect for confidential matters
Must be able to work independently and in a team environment
Must be able to manage time and priorities
Must have excellent written and verbal communication skills with strong interpersonal skills
Must be detail-oriented with excellent organizational skills
Must have ability to multi-task
Must have ability to work in a fast-paced environment
Must have strong work ethic with a positive attitude

Responsibilities

Coordinates client meeting preparation and follow up
Initiates Meeting Prep Workflow, prepares, collects meeting preparation materials and coordinates with MD, Client Services and various other departments 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 Client Services
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 Oxford Investment Fellows
Schedules MD meetings (client, advisor, prospect, internal) following established procedures
Coordinates travel. Hotel/Air/Ground transportation
Assists in the completion and submission of expense reports.
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/CSM assignments and for information needed by other departments
Creates draft emails and cover letters for MD/CSM 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
Assists the MD in business development activities
Works with MD and team to request temporary identification numbers, discussion guides, proposals, advisory agreements and other deliverables as appropriate
Pulls brochures, bios and other materials as requested
Assists in the preparation and delivery of thank you cards or other follow up communications
Researches prospects and companies as requested
Supports other Executive Assistants, as needed
Collaborates with peers to successfully complete annual goals
Participates in meetings and training workshops
Supports Oxford Financial Group's (OFG) 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