Executive Assistant/Meeting Planner

Job Description

Job Description

This position is located in Buckhead, GA.

POSITION SUMMARY

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.

DUTIES & RESPONSIBILITIES

Client Support

• 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.

Cell Team Support (Managing Directors, CSAs, etc.)

• 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

Client Service Executive Assistant Team Support and Participation

• 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

Performs other duties

• Covers front desk as needed
• Completes other assigned duties as needed

QUALIFICATIONS

• 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

WORKING CONDITIONS

• Long periods of sitting and utilizing a computer
• Minimum travel may be requested as business needs necessitate
• 100% onsite