Executive Assistant

Job Title: Executive Assistant

Total Compensation and Conditions: A range of $65,000 - $82,000 annually (based on experience) for the full-time, in-person position of Executive Assistant

• Complete benefits package, including: health, vision, and dental insurance, 401k contribution, 3 weeks of PTO annually, up to 12 paid holidays per year (following the NYSE calendar), and access to the Firm’s concierge doctor. 

Reports To: Chief Executive Officer

Primary Duties and Responsibilities:

• Work directly with the CEO as a strategic partner, supporting all aspects of their daily routine. This may include personal support from time to time.
• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
• Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the CEO, and Endowment Partners staff and the public. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other Endowment Partners staff as needed; play a key role in the coordination of staff efforts.
• Provide coordination, productivity management, monitoring, and communication of response for all Requests for Proposal and similar projects for prospective clients.
• Assist in intake and onboarding new clients including new account paperwork, opening client accounts, facilitating asset transfers, and communication with clients.
• Assist in the development of performance reports, presentations, proposals, PowerPoint presentations, spreadsheets, special reports, and marketing materials for internal and external audiences.
• Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Track progress and proactively manage follow up on any “moving parts” or “wheels in motion” activities.
• Handle printing, faxing, mailing of letters and packages, copying, filing, and email messages.
• Sort and triage mail; maintain e-mail and other address directories including the CRM system, paper and electronic filing systems.
• Compose and prepare letters relating to routine correspondence for the CEO’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Prepare, reconcile, and submit expense reports.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Other additional and/or alternative duties as assigned from time to time.

Qualifications

• Bachelor’s degree in Business, Finance, Operations, or related field preferred.
• 3-5 years of experience in executive administrative work, preferably in finance, professional services, or consulting
• Strong technology skills; familiarity with iOS operating systems, Google Workspace, Advyzon or similar CRM database, and Canva

Attributes

• Excellent organizational abilities and keen attention to detail
• Ability to manage multiple priorities in a deadline-driven environment
• Exceptional interpersonal and communication skills, with a friendly and professional demeanor and a team-oriented mindset
• Comfortable working within established compliance guidelines, processes, and procedures; familiarity with financial regulations is a plus
• Comfort working in a small, collaborative, in-person team environment
• Process-focused with a mindset for continuous improvement
• Proactive problem solver with strong follow-through