Executive Assistant - Western & Southern Financial Group
CINCINNATI, OH
About the Job
Overview
Provides administrative support in a timely and efficient manner to the President/CEO of Touchstone, his/her direct reports and the IFS President, when necessary. Also provides quality administrative support to all department associates of Touchstone Investments, internally and externally as time permits. Acts as proxy for eTIME and processes expense reports for all management. Coordinates meetings and functions as internal contact person for all of Touchstone. Works with very little supervision and is responsible for making a minimal range of decisions, escalating to Manager when appropriate and updating Manager on a regular basis.
Responsibilities
What you will do:
- Provides administrative assistance to senior management such as preparing memos, presentations, meeting and conference room coordination, mail and other administrative duties.
- Acts as proxy for senior management and completes Extensity reports.
- Acts as proxy for eTIME and ensures that all associate PTO and illnesses are reported as accurately as possible and manager-approved by 10 a.m. of each pay week.
- Provides ongoing eTIME and Extensity training, and answers questions as they arise.
- Updates Disaster Recovery, Pandemic and Inclement Weather Plans periodically.
- Provides administrative support for sales and marketing initiatives.
- Schedules all Touchstone conference calls with MCI, sends email notification to associates, schedules conference room, provides internal sign-up sheet and External Wholesaler roll call list for FINRA purposes.
- Acts as the go-to person for questions/issues as it relates to eTIME, PTO, equipment, benefits, HR, supplies, personnel photos, heating/cooling issues, magazine subscriptions, location of personnel for mail delivery purposes and all other issues as they arise.
- Collects all check requests from Internal Sales Desk, reviews for correctness, gets signature, makes copy for file and sends original to accounting. Tracks each check request to ensure that it's paid per the accounting mail log.
- Assists with organizing of Touchstone Inventory Room. Gives out items for events as directed. Keeps log of give-away inventory.
- Assists with quarterly Touchstone Board Meetings.
- Coordinates parties/events as directed by management.
- Updates Touchstone Internal Telephone List and Internal/External Sales List, and assists in updating the "Business Overview - Touchstone Distribution Network," "Broker-Dealer Wholesaler Territories" maps and Touchstone employee call list for lobby.
- Assists in coordinating Touchstone associate moves per department or the Company as a whole.
- Manages travel calendar and expenses for President/CEO of Touchstone.
- Able to perform an activity such as transcribing, viewing a computer terminal and extensive reading. Visual acuity is required to determine accuracy, neatness and thoroughness of work assigned.
- Performs other duties as assigned
- Complies with all policies and standards
Qualifications
- High School Diploma /GED (Required)
- College degree (Preferred)
- Proven experience providing administrative support for executive-level management. (Required)
- Proven experience coordinating multiple projects/assignments simultaneously and completing assigned tasks accurately and on a timely basis. Must demonstrate a strong attention to detail with excellent organization skills. Expected to cite examples of organization and time management/methods used to manage or prioritize workload demands from multiple sources. (Required)
- Proven experience handling confidential information and correspondence; demonstrated ability keeping a high level of confidentiality and use of discretion in personnel-related matters. (Required)
- Demonstrated experience maintaining a calm and professional demeanor when handling demanding situations. (Required)
- Demonstrated experience effectively handling customers and providing excellent service. (Required)
- Demonstrated experience working effectively within a team. Must provide examples of motivating co-workers in difficult situations. (Required)
- Demonstrated positive and professional attitude and approach.
- Demonstrated excellent verbal and written communication skills. Proven ability to continuously convey information to internal and external customers in a clear, accurate, focused and concise manner. Demonstrated ability to document procedures and activities in a manner that is understandable to others and prepared using a prescribed format. Proven proficient proofreading and editing skills, demonstrating a strong use of the English language to include exemplary knowledge, in verbal and written format, of the elements of grammar, punctuation, diction and spelling proficiency.
- Proven proficiency in preparing reports, compiling statistics, researching information and making recommendations.
- Demonstrated ability to effectively handle and screen telephone calls, directing them to the proper individuals.
- Proven ability to compose business letters and memos using proper grammar and professional verbiage. May be asked to provide examples of written communication.
- Proven ability to adapt and demonstrate flexibility when changes occur to policies, procedures and priorities. Cite examples.
- Proven strong analytical skills, including demonstrated experience identifying and quantifying problems and providing effective resolutions. Must be able to cite examples of good decision-making skills when dealing with multiple alternatives.
- Demonstrated proficient keyboarding skills and mathematical aptitude to include decimals, fractions and percentages.
- Proficient in work processing, spreadsheet and presentation applications.
Work Setting/Position Demands:
- Works in an office setting and remains continuously in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.Performs continuous keyboarding work requiring the ability to make repetitive motions of the wrists, hands and/or fingers.Frequently moves around the office to access file cabinets and office equipment, and moves between offices, etc. While accessing file cabinets, frequently uses upper extremities to reach by extending hands and/or arms in any direction or occasional bending of the body.Extended hours required during peak workloads or special projects.
Travel Requirements:
- None
Source : Western & Southern Financial Group