Executive Assistant

Bessemer Trust • New York, NY

46d • $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). This role involves managing client cash transactions, bill payments, screening communications, professional correspondence, organizing meetings, and collaborating with team members. The Executive Assistant will also be responsible for updating client records in Salesforce, processing expense reports, booking travel, and assisting with compliance and audit requests. Additionally, the role includes client service responsibilities such as handling client communications, documenting interactions, preparing presentation materials, and managing account administration tasks like opening accounts, processing remittances, and coordinating with CPAs for tax information.

Requirements

• Bachelor’s Degree Required.
• 3-5 years of experience as an administrative assistant, preferably within a bank supporting a team.
• Ability to work well in a team environment.

Responsibilities

• Serve as the point person for client cash transactions and bill payment requests, including wires, ACHs, and internal account journals.
• Screen incoming communications and route them for timely action and follow-up.
• Communicate professionally with internal and external contacts, including clients and prospects.
• Compose well-proofed written and email correspondence, utilizing financial vocabulary and knowledge of the firm's operations.
• Collaborate with ACAs to create presentation books for clients and prospects.
• Organize meetings and luncheons, coordinating schedules and managing calendar invitations for the CA team.
• Establish effective working relationships with colleagues and external contacts, providing flexible support to other CA Teams as needed.
• Provide direct and proactive administrative support to all members of the CA Team, with primary support for Associate Client Advisors regarding cash management and bill payment.
• Update contact information, send mass mailings, create ticklers, log calls, and create activities in Salesforce.
• Maintain current Salesforce client records for the CA Team and manage external client mail merges, event invitations, and Salesforce reports.
• Perform bookkeeping/accounting work for various transactions with clients.
• Process expense reports and book travel for all members of the CA Team.
• Compile information and organize the CA Team’s responses to Compliance and Audit-related requests.
• 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.
• 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 and prevent overdrafts by bringing potential issues 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