Executive Assistant

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Description

JOB OVERVIEW:

The Executive Assistant is an enriching opportunity for a professional to start or grow their career in the finance industry. In this role, you will gain exposure to all facets of Dynastys dynamic service organization. The Executive Assistant will report to the Operations Supervisor with a dotted line to the Chief Growth Officer. This role will provide a particular focus on the day-to-day administrative needs of the executive office. In this regard, professionalism, organization, and timely delivery of work assignments are critical. Responsibilities are heavily administrative, and project management based. They include executive calendar management and scheduling, prioritizing, triaging, and responding to emails, internal administrative support, document preparation, maintaining records and note taking, and client and cross-departmental communication. Tantamount to this role is confidentiality. Candidates must exercise extreme discretion and be comfortable handling highly sensitive materials.

RESPONSIBILITIES:

• Executive calendar management & scheduling: Coordinate client and internal calls and meetings for the CGO p; serve as the main point of contact and administrative assistant; support team-wide calendaring needs for key events and activities. Coordinate professionally across different stakeholder groups (departments, clients, candidates, vendors) with ease.
• Travel coordination: Coordinate travel arrangements and accommodation for CGO and other executives, Prospects and Clients as needed.
• Expense management: Monitor and complete monthly expense reports for CGO. Coordinate with Finance as needed.
• Meeting management & support: Serve as point of contact for onsite client visits or Team initiatives at Dynasty HQ. Coordinate client travel logistics; reserve and prepare meeting spaces and materials or shipments; handle technical and IT needs; take meeting minutes and circulate to appropriate parties.
• Data management & file storage: Develop proficiency in Dynastys internal CRM (Salesforce). Complete regular updates to client contact information, pull reports, and complete basic tasks. Champion CRM adoption across the organization by identifying best practices and improving data integrity.
• Document preparation & circulation: Prepare, circulate and store meeting materials (agendas, reports, slide decks) and follow-ups, including meeting minutes for Executives.
• Event support: Offer event support for local client and Dynasty engagements as appropriate. This may include printing, shipping, compiling materials, staffing and set up.
• Client service: Return client calls, take and relay messages, order gifts for client milestones, and represent the CGOs Office as appropriate.
• Assist with planning/scheduling team offsites and quarterly meetings, team milestones and celebrations, onboarding new hires, managing inventory, and general administrative needs.
• File storage and operational infrastructure: Help manage file storage and structure. Make recommendations for improvements and serve as the onsite point of contact with Dynasty IT.
• Onsite team liaison: Serve as the in-office anchor for the CGO and his broader team, who operate with a significant remote and travel footprint. Act as the connective tissue between remote team members and HQ facilitating real-time coordination, relaying information across conversations, and ensuring remote colleagues have seamless access to in-office resources, stakeholders, and support.

Requirements

QUALIFICATIONS:

Successful candidates must demonstrate the following:

• Previous experience as an Administrative/Executive Assistant preferred, but not required
• Highly organized with strong attention to detail
• Proficiency using Outlook, MS Word and MS Excel; proficiency in CRM is a plus

BENEFITS

• Health Insurance
• Dental insurance
• Vision insurance
• Retirement plan 401(k)
• 401(k) matching
• Paid Time Off
• FSA/HSA benefits plans
• Disability benefits
• Voluntary Life Insurance
• Basic Life Insurance

EQUAL EMPLOYMENT OPPORTUNITY: Dynasty Financial Partners is committed to providing equal employment opportunities and ensuring that all employment-related decisions are made without regard to race, color, sex, age, national origin, religion, physical or mental disability (unrelated to the ability to perform job duties) veteran status, or any other protected status under applicable law.