Executive Assistant / Client Service Associate - ShoreHaven Wealth Partners

We seek a highly organized and detail-oriented Executive Assistant / Client Service Associate to join our team. This role involves supporting our executives with high-level administrative tasks and serving as clients' main point of contact to ensure smooth office operations. The ideal candidate will be a proactive problem solver with exceptional communication skills and a client-first mindset.

Key Responsibilities:

Executive Support:

• Work directly with executives to support all aspects of their daily work routines.
• Maintain executives’ calendars, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
• Organize and prepare for meetings by gathering materials, distributing agendas, and handling logistics.
• Prepare, reconcile, and submit executives’ expense reports.
• Answer and respond to phone calls, communicating messages and information to executives.
• Compose and prepare correspondence for executives’ signatures.
• Keep executives advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Maintain confidential and sensitive information.

Client Service and Office Administration:

• Manage client meeting schedules and coordinate calendars.
• Follow up on outstanding document requests from clients and third parties.
• Assist with client service requests to maintain high client satisfaction.
• Prepare meeting materials for client meetings.
• Process incoming and outgoing mail.
• Answer and direct incoming phone calls professionally.
• Research and book travel arrangements and out-of-office meetings.
• Coordinate office supplies and equipment maintenance.

Team Collaboration:

• Coordinate work with other executive assistants as needed.
• Liaise with internal and external executives on various projects and tasks.
• Support other departments or executives with additional tasks as needed.

Qualifications:

Required:

• 3–5 years of experience as an Executive Assistant, Personal Assistant, or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Outstanding organizational and time management skills.
• Excellent verbal and written communication skills.
• Experience managing multiple calendars and booking travel.
• Strong attention to detail and ability to multitask in a fast-paced environment.

Preferred:

• Bachelor’s degree (Associate’s degree with significant experience may be considered).
• Experience in financial services or a Registered Investment Advisory (RIA) firm.
• Familiarity with CRM systems.
• Experience in creating and editing presentations and other related materials.
• Knowledge of internal process development and filing systems.

What We Offer:

• Competitive salary with discretionary bonus
• Professional development opportunities.
• Collaborative and supportive work environment.

Work Expectations:

• 7 - hour workday (plus lunch), 30-hour workweek, 4 days a week.
• Availability to extended hours during busy periods.

We are an equal-opportunity employer and value diversity in our organization. If you are looking for an opportunity to thrive in a fast-paced, dynamic environment, we encourage you to apply and become part of our team!

Pay: $60,000 - $70,000 per year