Executive Assistant Jobs

TalentWealth Recruiting, a boutique financial services recruiting firm, is recruiting for an exciting opportunity. An independent RIA in the Harbour Island area of Tampa is looking to add a full time Executive Assistant to their growing team to support three senior executives. This position will be 100% in office M-F, 8am-5pm.

Principal responsibilities:

Provides high-level and confidential support to the Chief Investment Officer (CIO), Chief Financial Officer (CFO), and Director of Research (DOR), while supporting multiple departments. The ideal candidate will have a high level of integrity and put the needs of our clients first. They must be a self-starter with strong organizational skills, excellent communication and interpersonal skills, and the ability to collaborate with a wide range of internal and external contacts. They should thrive in a smaller, employee-owned company environment.

Responsibilities:

• Proactively complete a broad variety of daily administrative tasks for the CIO, CFO, and DOR including the management of time, resources, and deliverables. Related duties include managing a calendar of appointments, answering and screening phone calls, completing expense reports, composing, and preparing correspondence, arranging complex and detailed travel plans, itineraries and agendas and compiling documents for the meeting, and maintaining a filing system.
• Acts as a liaison to CIO’s Home Personal Assistant.
• Assists in planning and coordinating major client events and the annual and semi-annual company offsite.
• Assists CIO with the annual performance review process and follow-ups.
• Organizes CIO and acts as the “gatekeeper.”
• Additional projects and responsibilities as assigned.
• Anticipate and coordinate travel needs and arrangements for domestic and international travel for the CIO, CFO, and DOR.
• Daily meeting with CIO to keep apprised on events, information, and follow-ups.
• Assists in creation, formatting, and editing of PowerPoint presentations and other materials.
• Acts as a liaison between CIO and the Board of Directors and manages Board activities, which include organizing and scheduling the Board meetings, preparing agendas, and reports, ordering food, and booking venues when applicable.
• Prepares CIO, CFO, and DOR Concur expense reports; reviews expense reports of the CIO’s direct reports and addresses any discrepancies.
• Maintain calendar for CIO, CFO, and DOR; coordinate meeting arrangements, schedule meetings and/or conferences, and follow-up on commitments made at meetings/conferences.
• Provides a bridge for smooth communication between the CIO’s office and senior management, including assistance with the oversight of the Distribution & Client Service department.

Required knowledge/skills/competencies:

• Reports to CIO.
• BA/BS degree preferred.
• Advanced verbal and written communication skills.
• Strong organizational and time management skills with the ability to prioritize and complete assigned work and anticipate issues and needs.
• Proficiency in Microsoft Office (Excel, Word & PowerPoint).
• Proactive approach, positive attitude, willingness to learn new skills, with integrity and ownership of work.
• Self-starter with the ability to be flexible, resolve moderately complex requests and assignments while remaining composed.
• Strong belief in client service and professionalism.
• Ability to work with a diverse group of associates and senior business leaders.