Executive Assistant - Capstone Colorado - a MassMutual firm

Executive Assistant

Job Summary:

- The Executive/Personal Assistant to the Managing Partner, aka the General Agent (GA), plays a key role in ensuring the GA is provided with what they need to perform at their maximum level. Join a dynamic and supportive team that values collaboration, respect, and excellence and contributes directly to the GA's overall success and the company’s mission.

Duties Include:

- Arranges all scheduling for the GA, including meetings with recruits, other leadership, personal engagements, etc.

- Arranges all travel for GA business and personal

- Makes sure GA reviews and responds to all emails, correspondence, and phone messages

- Provides preparation of documents and/or knowledge for all the GA’s meetings, appointments, training sessions, travel and personal commitments

- Run business and personal errands for the GA (ex: pick up dry cleaning, get coffee, drive GA to airport)

- Coordinates various sizes of events by tracking expenses, coordinating orders, confirming attendance, assisting with setting up and tearing down

- Keeps the GA organized and on schedule regarding business and personal matters

- Answers and transfers phone calls, screening when necessary

- Maintains filing systems as assigned

- Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed

- Responds to and resolves administrative inquiries and questions

- Reviews and complies with all incoming/outgoing mail and fax correspondence according to compliance guidelines

- Maintains a system for recording expenses

- Managing optics as an extension of the GA

- Any other tasks assigned by GA

Requirements & Skills:

- Seven (7) or more years of experience as a personal and/or executive assistant

- Able to anticipate needs and challenges

- Able to use discretion and understand confidentiality

- Demonstrated intelligence in exercising judgment and decision-making

- Strong organizational, prioritization, and time management skills to meet tight deadlines

- Keen attention to detail and good record-keeping

- Adaptability, teamwork, and problem-solving skills

- Excellent verbal and written communication skills

- Ability to maintain confidential and sensitive files, information, and reports

- Exceptional skills in Microsoft Office, including Outlook, Excel, Word, and PowerPoint

- Financial services and/or experience in competitive work environments preferred

- Ability to multitask and exceptional time management skills

- High degree of integrity in handling cash, monetary transactions, and fiduciary responsibilities

- The passion to want to learn and grow with a company

- Honest and reliable with a good attitude

- Ability to coordinate and set appointments for multiple calendars

- Shopping or running errands when necessary

- Maintain composure when emergencies arise with adequate problem-solving skills

- Business professional attire

- Reliable transportation and a valid driver’s license

- Available to work in person Monday – Friday, 8 am to 5 pm

- Ability to lift at least 20 pounds

Salary Range and Benefits:

- $55,000 - $75,000 annually depending on experience

- Medical, dental, vision, and life insurance

- Short-term and long-term disability

- 401k 5% match