Executive Assistant/Meeting Planner

The Executive Assistant / Meeting Planner (EA / MP) position is located in our Buckhead office location and is an on-site position.

Position Summary :

Provides Executive support and client support. Supports Managing Directors (MD) and his / her respective teams by providing high level administrative assistance.

Plans and coordinates meetings, conferences, and travel for assigned MDs. Manages schedules through communication with clients, prospects and advisors regarding upcoming meetings using Microsoft Office and Salesforce.

Compiles expense / mileage reports for assigned MDs. Provides prompt and friendly service to Oxford guests and associates by answering and directing phone calls, greeting and assisting guests and assisting with catering meetings.

Promotes positive professional image for Oxford.

Duties & Responsibilities :

Plans meetings

• Initiates / receives communication to / from prospects, clients, advisors
• Prioritizes / schedules meeting requests
• Reschedules meetings
• Organizes / coordinates multiple calendars
• Posts meetings following standard operating procedures
• Performs problem solving

Manages communication

• Oversees the production of appointment confirmations for meetings scheduled
• Issues prompt, thorough voice mails and emails to client service associates

Plans travel

• Makes airline / hotel reservations through travel agent and other vendors
• Arranges ground transportation
• Maintains Managing Directors’ frequent flyer memberships and other travel memberships
• Compiles itineraries
• Confirms conference registrations and arranges travel to / from conference
• Coordinates out-of-state client / advisor / prospect visits (i.e., Florida : Several clients on east / west coasts)

Tracks meeting planning activity

• Maintains documentation of daily activities
• Updates Salesforce with new / updated information
• Synchs meetings from Outlook to the Salesforce

Expense / Mileage Reports

• Prepares and submits expense reports in Concur on behalf of MD
• Prepares and submits mileage reports on behalf of MD

Participation

• Attends monthly team meetings
• Attends one-on-one meetings with manager
• Performs miscellaneous team projects (i.e. back-up support of team members, recurring procedures review and update)

Client Support

• Coordinates client meeting preparation and follow up
• Utilizes Electronic / web based workflow process for meeting preparation.
• Coordinates with Managing Director, Client Service team and other departments to initiate, prepare and collect meeting deliverables as needed.
• Prepares, prints and binds reports and deliverables
• Prepares, files and distributes follow up communication
• Scans and saves appropriate client documents in document management system
• Communicates with prospects and clients as necessary
• Uses the client portal to upload and retrieve client documents
• Enters delegations and ticklers as assigned by Managing Director or Client Service Team
• Assists in obtaining client information from external advisors (tax returns, legal documents) and saves appropriately
• Manages client and prospect data in Salesforce
• Handles manager terminations as directed by Oxford Investment Fellows (OIF)

Business Development and Onboarding Support

• Assists Managing Director in Business Development and Onboarding Activities
• Conducts web based research on prospect clients and institutions as requested
• Pulls brochures, bios and other materials as requested
• Coordinates collateral, other materials and emails on behalf of the Managing Directors to advisors and prospects.
• Works with Managing Director and team to enter prospect data and requests for discussion guides, proposals, advisory agreements and other deliverables as appropriate
• Assists with follow up communications.

Performs other duties

• Acts as back-up to colleagues
• Contacts building management for minor repairs and heating / cooling adjustments
• Assists manager with team project

Qualifications :

• Associate degree in business related field or equivalent experience
• 3 years administrative experience in a fast paced environment supporting C-Suite executives
• Ability to use telephone system and all basic office equipment
• Experience with scheduling / meeting planning desired
• Advanced Outlook skills
• Must have a professional demeanor with the utmost respect for confidential matters
• Must be able to work independently and in a team environment
• 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 high stress, fast paced environment
• Must have strong work ethic with a positive attitude
• Must have excellent problem solving and proactive abilities

Working Conditions :

• Long periods of sitting
• Long periods of computer and telephone usage
• Limited travel to other market locations required
30+ days ago