Executive Assistant

Bessemer Trust • New York, NY

1d • $85,000 - $110,000 • Hybrid

About The Position

At Bessemer, the Executive Assistant will provide seamless administrative support to the Client Advisory (CA) Team which consists of an Associate Client Advisor (ACA), Client Advisor (CA), and Senior Client Advisor (SCA). The specific duties include handling client cash transactions and bill payment requests, screening communications, professional communication with internal and external contacts, composing written correspondence, collaborating on client presentations, organizing meetings and luncheons, establishing working relationships with colleagues and external contacts, providing administrative support to the CA Team, updating contact information in Salesforce, maintaining Salesforce client records, performing bookkeeping/accounting work, processing expense reports and booking travel, assisting with physical client mailings, and compiling information for Compliance and Audit-related requests. The role also involves assisting the Office Manager with restocking kitchen supplies and ordering office materials. Client Service Responsibilities include handling routine communication with clients and their advisors, documenting communication in Salesforce, assisting with preparing charts and materials for client presentations, pulling basic information from Bessemer systems, filing correspondence, and creating documentation of client correspondence. Account Administration Responsibilities include working with Client Administration Support to open accounts, coordinating asset transfers, performing cash management functions, processing client remittances, assisting with gathering tax information and cutting tax checks, anticipating and preventing overdrafts, and supervising and paying client bill payments.

Requirements

• Bachelor’s Degree Required.
• 3+ years of experience as an administrative assistant, preferably within a bank supporting a team.
• Ability to work well in a team environment.

Nice To Haves

• We value a proactive approach and a willingness to jump in and help wherever needed.

Responsibilities

• Point person with respect to client cash transactions and bill payment requests (i.e., wires, ACHs, internal account journals); requires frequent client communication via email and phone, transaction processing via internal banking systems, and coordination of inter-departmental approvals
• Optimum screening of incoming communications and routing for timely action and follow-up.
• Professional communication with both internal and external contacts, including significant prospect and client relationships.
• Compose well-proofed written and email correspondence, which may require the use of financial vocabulary and broad knowledge of the firm’s operations, systems, and employees.
• When appropriate collaborate with the ACAs to create presentation books for clients and prospects.
• Comprehensive organization of meetings and luncheons as needed; coordinate scheduling for internal attendees and manage calendar invitations for the CA team.
• Establish effective working relationships with colleagues and external contacts; may be required to provide flexible support to other CA Teams as directed.
• Provide direct and pro-active administrative support to all members of the CA Team; primary support for Associate Client Advisors with respect to all cash management and bill payment functions.
• Update all contact information, send mass mailings, create ticklers, log calls, and create activities in Salesforce.
• Responsible for maintaining current Salesforce client records for the CA Team and managing external client mail merges, event invitations, and Salesforce reports.
• Bookkeeping/accounting work for various transactions with clients, as directed by the CA team.
• Process expense reports and book travel for all members of the CA Team.
• Assist with physical client mailings, including preparing and sending documents via FedEx or other courier services, ensuring timely and secure delivery
• Compile information and organize CA Team’s responses to Compliance and Audit-related requests.
• Assist (the Office Manager) with restocking kitchen supplies and ordering general office materials, including liaising with vendors as needed to ensure timely and accurate deliveries.
• Handle routine communication with clients and their advisors via telephone, email and fax.
• Document written and verbal communication with clients and their advisors in Salesforce.
• Assist the client advisory team with preparing charts and materials for client and prospect meeting presentations using Excel, Word, PowerPoint and internal applications as needed.
• Pull basic information from Bessemer systems (ATLAS) to update spreadsheets for clients.
• File correspondence and other documents in internal databases.
• Create documentation of client correspondence for tracking purposes.
• Work with Client Administration Support (CAS) to open accounts and coordinate with outside agents the transfer of assets to Bessemer.
• Perform cash management functions using Workflow and Atlas in accordance with established account procedures and applicable fiduciary laws and policies.
• Process client remittances.
• Work with the client’s CPA to assist in gathering tax information and cutting tax checks when applicable.
• Anticipate when an overdraft can occur and prevent it by bringing the information to the team’s attention.
• Supervise and pay client bill payments.

Benefits

• Competitive base salary plus discretionary annual bonus for select positions
• A 401(k) plan with a generous annual profit-sharing contribution
• Personalized development and career opportunities, including tuition reimbursement support
• Comprehensive medical, dental, and vision plans with zero contributions for employee coverage
• Employee assistance (EAP) and wellness programs
• Hybrid work environment: 60% in office, 40% remote for most positions
• Paid time off and paid parental leave
• Employer-paid life insurance and short- and long-term disability coverage
• Legal services and financial wellness plans at no cost to employees

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level