Executive Assistant

Job Description

Job Description

Description :

McKinley Carter is a fast-growing wealth management firm that provides financial planning, wealth management, retirement plan services, and trust services to individuals, businesses, and nonprofits.

Having been named by Investment News as one of the nation’s Best Places to Work for Financial Advisors and recognized as a Five Diamond Employer by the WV Chamber of Commerce, MCWS has built a positive and healthy corporate culture where dedicated professionals can thrive.

Moreover, the firm is comprised of a close-knit team of people who care deeply about their colleagues, appreciate the contributions of others, and recognize the value of a good sense of humor.

Primary Responsibilities :

1. General Office Support

• Welcome, greet, and direct clients / guests upon arrival.
• Serve as the general receptionist for the Pittsburgh region.
• Perform administrative duties such as filing, faxing, mailing, photocopying, and completing client forms as requested by the advisory team.
• Scan incoming postal mail correspondence and distribute accordingly.
• Prepare expense reimbursement requests and corporate credit card reconciliations.
• Arrange travel for the PIT region advisory team; provide support while traveling.
• Prepare and / or distribute client correspondence, gifts, etc.
• Serve as the first point of escalation on IT issues in the PIT office; coordinate with IT partner as needed.

2. Executive-Level Support

• Assist the PIT Regional Director with calendaring needs.
• Support annual budget preparation.

3. Event Planning and Management

Coordinate the planning and execution of externally focused gatherings such as regional marketing events and client appreciation parties.

This will require collaborating with and taking direction from event champions. While the depth of planning will vary by event, it may include researching vendors, procuring supplies, preparing invitations and nametags, tracking RSVPs, monitoring budget, providing status updates and reports to stakeholders, serving as point person on the day of the event to allow other team members to focus elsewhere, etc.

4. Compliance

• Support the firm’s CCO with the production of reports and data as requested or required by CCO, Compliance Consultants, etc.
• Perform required email (daily) and social media (monthly) reviews.
• Administer the firm’s compliance software application (currently Compliance Alpha).
• Organize and store information or paperwork as required by internal standards or regulatory requirements.

5. Internal Activities

Provide Executive Assistant coordination with the Director of Advisory Services for the successful delivery of the firm’s Advisory Team Workshops.

Duties include scheduling, coordination with vendors, attendee communication and travel arrangements, IT management, and day-of event coordination to address emerging issues or opportunities.

Work with the Regional Manager to coordinate activities such as employee birthday celebrations and quarterly / annual employee appreciation events.

6. Project Management

• Coordinate activities surrounding the onboarding of an acquired firm or transferring advisory with an established book of clients.
• Contribute to project initiatives as they emerge.

7. Facilities Management

• Serve as primary contact with the building landlord, communicating needs and issues as they arise, relaying building updates and announcements to the team, etc.
• Responsible for procurement of all office supplies, equipment, and condition of the physical space
• Oversee the maintenance, repair, or replacement of office equipment and machines.

8. Other duties as assigned

Requirements :

• Associates or Bachelors’ degree preferred or equivalent by way of experience (5 years or greater).
• Strong interpersonal skills with the ability to deal with clients and employees of all backgrounds in a fast-paced, high-performance work environment.
• Excellent communication, organization, and administrative skills.
• Proficiency in the Microsoft Office suite, and the capacity to use advanced CRM and industry specific software and applications.
27 days ago