Executive Personal Assistant
Bell Ford Lincoln Bell Ford Lincoln Adrian, MI Adrian, MI Full-time Full-time $13.
87 - $16.
91 an hour $13.
87 - $16.
91 an hour 6 days ago 6 days ago 6 days ago Proactive in following up on details, anticipating issues, & closing loops on all requests.
Utilize your interpersonal skills to build relationships with stakeholders, staff & clients.
Stay up to date on company happenings & priorities, keeping a finger on the pulse of the organization.
Manage logistics for special events such as team all-hands or off-sites Ability to exercise discretion when managing confidential information.
Resolve internal or external-facing issues with professionalism & patience.
Providing logistical & technical support for internal meetings.
Proficiency in Microsoft Office is a must (e.
g.
Excel, Word, PowerPoint, & Outlook).
Assisting in establishing a bridge for smooth communication between CEO & company-wide staff.
Provide secondary ideational, logistical, & administrative support for company-wide events such as the company offsite, conferences, holiday parties, & Leadership Team off-sites.
Other desired job skills include analytical and strategic-thinking abilities, customer orientation, networking abilities, and strong teamwork skills.
Ability to manage sensitive and confidential information discreetly Self-motivated to meet deadlines independently Input client information into our CRM:
MS Office Maintain client address, phone number, email, telephone and other personal contact information in CAMS Prepare and mail/email quarterly performance reports and invoices Daily downloads (if needed) Prepare exceptions from the morning downloads Process new accounts:
initial client package, processing completed forms, client copies, follow-up for transfers, verification for accuracy, Broker/Dealer, mutual fund and/or annuity company info correct and linked correctly Prepare paperwork and track transfers and rollovers Follow up with clients regarding requests and issue resolution Maintain administrative processes that reduce redundancy and improve accuracy, while achieving organizational objectives Maintain an advanced degree of confidentiality along with excellent judgement, discretion and a high degree of maturity/professionalism Partner with HR, Finance, Legal and other teams on various initiatives Organizing and managing calendars Handles domestic and international travel arrangements Candidate should display the ability to manage confidential information discretely.
Must have the ability to work with minimal supervision Expert skills required in Microsoft Outlook, especially email and calendaring Expert skills required in MS Word, PowerPoint, Excel, audio bridge and conference room scheduling Strong customer orientation and an interactive team player Strong verbal and written communication skills and an ability to handle multiple priorities Sound judgment and decision making ability in resolving complex problems Professional ability to manage sensitive and confidential information discretely Self-motivated to meet deadlines independently Birthday Cards:
send out birthday cards to clients weekly Appointment Reminders - send out Marketing and/or Newsletter Mailers Occasionally perform personal errands & special projects.
Act as an office manager by keeping up with office supply inventory.
Performs other duties as assigned.
Occasional travel may be involved.
Enter checks received in V2020 log Coordinate meeting responsibilities (could include:
logistics, action items, note-taking, assist in preparing content, etc.
) Plan, organize and manage multiple calendars (resolve overlapping commitments and protect time for priorities) Coordinate all travel arrangements File all hard copies client paperwork into the paper files Manage office equipment and supplies Answer telephone and route calls Enter, maintain, and update client information in Vision 2020 Assisting the CEO with daily administrative duties & completes a broad variety of administrative tasks that includes; managing an active calendar of appointments, owning schedules, composing & preparing correspondence; arranging complex / detailed travel plans, itineraries or agendas, compiling documents for meetings, performing occasional research, composing / preparing potentially sensitive &/or confidential correspondences; selecting / booking restaurants for lunch or dinner appointments.
Schedules and coordinates logistics for meetings in different geographies and time zones.
Complete projects & assignments by establishing objectives; determining priorities; managing time, gaining cooperation of others, monitoring progress, problem-solving, making adjustments to plans.
Apply judgment with a full understanding of urgency and priorities of your leaders, routinely needing to multi-task with little to no direction Manage and reconcile expense reports, purchase and procurement requisitions and contracts within time constraints Understanding the teams' budget Providing assistant to the group of directors and their administrative requests Strong attention to details is a must with the ability to prioritize and multi-task You may be asked to assist in office moves, ordering computer equipment / other Must be self-motivated to meet deadlines independently Tracking work to ensure timely and accurate completion Follow up on action items from client meetings Other Client processing:
account/portfolio changes, etc.
Client Requests:
distributions, additions, change of address, beneficiary changes, etc.
By request, draft letters to clients as they need to be sent for client requests, information needed, etc.
Manage RMD's:
Required Minimum Distributions Manages multiple priorities and re-prioritizes where necessary Client Database/Account Maintenance/Reporting Scan and File all client/company documents into the electronic cabinet Keep office appearance in good order Accounts receivable/payable Assist advisor with compliance or licensing Manage and maintain payroll - ensure the accuracy, time and efficiency distribution of salaries to the employees Ability to conduct research & present data in a succinct & well-written manner.
Event Support.
Manage special projects, as agreed with manager(s) Maintain email distribution lists / aliases Manage and reconcile expense reports, purchase and procurement requisitions and contracts Act as the point of contact between workplace services to meet facility needs for the team May train and coach new AAs Obtain an understanding of internal structures and operations of the organization Receive, field & prioritize requests for meetings, items requiring CEO review/approval & following through in a polite timely manner, using best judgement to prioritize their time.
Ensure CEO is kept on schedule & on time for meetings day-to-day.
Proactively anticipating the administrative & personal needs of the CEO.
Managing information flow in a timely & accurate manner.
Prepare & coordinate materials for meetings, update presentations, documents, etc.
Handle travel arrangements including flights, hotels, ground transportation; obtain visas, passport renewals, & documentation of itineraries.
Job Type:
Full-time Pay:
$13.
87 - $16.
91 per hour
Benefits:
401(k) Employee assistance program Employee discount Flexible schedule Paid time off Parental leave Schedule:
Day shift Monday to Friday Ability to commute/relocate:
Adrian, MI 49221:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Microsoft Excel:
1 year (Preferred) Microsoft Powerpoint:
1 year (Preferred) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
87 - $16.
91 an hour $13.
87 - $16.
91 an hour 6 days ago 6 days ago 6 days ago Proactive in following up on details, anticipating issues, & closing loops on all requests.
Utilize your interpersonal skills to build relationships with stakeholders, staff & clients.
Stay up to date on company happenings & priorities, keeping a finger on the pulse of the organization.
Manage logistics for special events such as team all-hands or off-sites Ability to exercise discretion when managing confidential information.
Resolve internal or external-facing issues with professionalism & patience.
Providing logistical & technical support for internal meetings.
Proficiency in Microsoft Office is a must (e.
g.
Excel, Word, PowerPoint, & Outlook).
Assisting in establishing a bridge for smooth communication between CEO & company-wide staff.
Provide secondary ideational, logistical, & administrative support for company-wide events such as the company offsite, conferences, holiday parties, & Leadership Team off-sites.
Other desired job skills include analytical and strategic-thinking abilities, customer orientation, networking abilities, and strong teamwork skills.
Ability to manage sensitive and confidential information discreetly Self-motivated to meet deadlines independently Input client information into our CRM:
MS Office Maintain client address, phone number, email, telephone and other personal contact information in CAMS Prepare and mail/email quarterly performance reports and invoices Daily downloads (if needed) Prepare exceptions from the morning downloads Process new accounts:
initial client package, processing completed forms, client copies, follow-up for transfers, verification for accuracy, Broker/Dealer, mutual fund and/or annuity company info correct and linked correctly Prepare paperwork and track transfers and rollovers Follow up with clients regarding requests and issue resolution Maintain administrative processes that reduce redundancy and improve accuracy, while achieving organizational objectives Maintain an advanced degree of confidentiality along with excellent judgement, discretion and a high degree of maturity/professionalism Partner with HR, Finance, Legal and other teams on various initiatives Organizing and managing calendars Handles domestic and international travel arrangements Candidate should display the ability to manage confidential information discretely.
Must have the ability to work with minimal supervision Expert skills required in Microsoft Outlook, especially email and calendaring Expert skills required in MS Word, PowerPoint, Excel, audio bridge and conference room scheduling Strong customer orientation and an interactive team player Strong verbal and written communication skills and an ability to handle multiple priorities Sound judgment and decision making ability in resolving complex problems Professional ability to manage sensitive and confidential information discretely Self-motivated to meet deadlines independently Birthday Cards:
send out birthday cards to clients weekly Appointment Reminders - send out Marketing and/or Newsletter Mailers Occasionally perform personal errands & special projects.
Act as an office manager by keeping up with office supply inventory.
Performs other duties as assigned.
Occasional travel may be involved.
Enter checks received in V2020 log Coordinate meeting responsibilities (could include:
logistics, action items, note-taking, assist in preparing content, etc.
) Plan, organize and manage multiple calendars (resolve overlapping commitments and protect time for priorities) Coordinate all travel arrangements File all hard copies client paperwork into the paper files Manage office equipment and supplies Answer telephone and route calls Enter, maintain, and update client information in Vision 2020 Assisting the CEO with daily administrative duties & completes a broad variety of administrative tasks that includes; managing an active calendar of appointments, owning schedules, composing & preparing correspondence; arranging complex / detailed travel plans, itineraries or agendas, compiling documents for meetings, performing occasional research, composing / preparing potentially sensitive &/or confidential correspondences; selecting / booking restaurants for lunch or dinner appointments.
Schedules and coordinates logistics for meetings in different geographies and time zones.
Complete projects & assignments by establishing objectives; determining priorities; managing time, gaining cooperation of others, monitoring progress, problem-solving, making adjustments to plans.
Apply judgment with a full understanding of urgency and priorities of your leaders, routinely needing to multi-task with little to no direction Manage and reconcile expense reports, purchase and procurement requisitions and contracts within time constraints Understanding the teams' budget Providing assistant to the group of directors and their administrative requests Strong attention to details is a must with the ability to prioritize and multi-task You may be asked to assist in office moves, ordering computer equipment / other Must be self-motivated to meet deadlines independently Tracking work to ensure timely and accurate completion Follow up on action items from client meetings Other Client processing:
account/portfolio changes, etc.
Client Requests:
distributions, additions, change of address, beneficiary changes, etc.
By request, draft letters to clients as they need to be sent for client requests, information needed, etc.
Manage RMD's:
Required Minimum Distributions Manages multiple priorities and re-prioritizes where necessary Client Database/Account Maintenance/Reporting Scan and File all client/company documents into the electronic cabinet Keep office appearance in good order Accounts receivable/payable Assist advisor with compliance or licensing Manage and maintain payroll - ensure the accuracy, time and efficiency distribution of salaries to the employees Ability to conduct research & present data in a succinct & well-written manner.
Event Support.
Manage special projects, as agreed with manager(s) Maintain email distribution lists / aliases Manage and reconcile expense reports, purchase and procurement requisitions and contracts Act as the point of contact between workplace services to meet facility needs for the team May train and coach new AAs Obtain an understanding of internal structures and operations of the organization Receive, field & prioritize requests for meetings, items requiring CEO review/approval & following through in a polite timely manner, using best judgement to prioritize their time.
Ensure CEO is kept on schedule & on time for meetings day-to-day.
Proactively anticipating the administrative & personal needs of the CEO.
Managing information flow in a timely & accurate manner.
Prepare & coordinate materials for meetings, update presentations, documents, etc.
Handle travel arrangements including flights, hotels, ground transportation; obtain visas, passport renewals, & documentation of itineraries.
Job Type:
Full-time Pay:
$13.
87 - $16.
91 per hour
Benefits:
401(k) Employee assistance program Employee discount Flexible schedule Paid time off Parental leave Schedule:
Day shift Monday to Friday Ability to commute/relocate:
Adrian, MI 49221:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Microsoft Excel:
1 year (Preferred) Microsoft Powerpoint:
1 year (Preferred) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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