Executive Assistant at MAI Wealth Advisors LLC – Los Angeles, California

GENERAL JOB DESCRIPTION

The Executive Assistant is responsible for providing Executive Administrative Support for two firm Executives. In addition, the Executive Assistant is responsible for providing administration support for team members on client management/ service issues including coordinating account documentation, tracking pending new and existing accounts and communicating with trust officers for any pending items.

DUTIES AND RESPONSIBILITIES

• Provide executive administrative support including meetings, travel and correspondence
• Serves as the primary contact for internal and external parties on matters pertaining to assigned executive(s)
• Coordinate account documentation to ensure complete trust packages are sent to the trust company for approval
• Identify/resolve daily account/administrative issues
• Act as a liaison between clients, trust officers, operation staff and Advisory and Family Office staff
• Partners closely and effectively to keep the executive(s) well informed of upcoming commitments and responsibilities; point of contact for a range of staff and external stakeholders
• Ensure total document and data integrity
• Generate customer documents and agreements, as directed
• Screens incoming calls, determining whether or not it requires the attention of the assigned executive(s).
• Maintains a high level of confidentiality.
• Help with special projects, as needed

EXPERIENCE/CREDENTIALS

• Preferred 3 - 5 years' experience in an administrative support capacity
• Works well independently and as part of a team
• Ability to handle multiple competing priorities and organize tasks effectively
• Strong interpersonal, communication (written and oral), organizational and analytical skills are essential
• Ability to work independently and collaboratively
• Interface with trust accounting system, workflow processes and trust operations
• Excellent computer skills; proficiency with Microsoft Word and Excel

COMPETENCIES

• Thrives in a fast-paced and dynamic team-based, collaborative environment, and works well with others to resolve conflicts, especially under pressure.
• Highly organized, detail-oriented, and able to meet deadlines, while still maintaining flexibility to meet firm needs.
• Strong organizational and interpersonal skills with a demonstrated commitment to teamwork and partnerships.
• Excellent oral and written communication skills.
• Maintains absolute confidentiality of all information and safeguards firm data; maintains high ethical standard in all practices.
• Ability to handle critical internal relationships within the firm, including with the Management team, other departments, and employees of all levels.
• Willingness to learn new procedures or skills, accept new projects and challenges, and pitch in to help others as needed.
• Problem solving and analytical skills; able to clearly define a problem, synthesize data to derive fact-based insights and actionable recommendations.
• Professional and positive demeanor, superb work ethic, high level of personal ethics and integrity.

FEATURED BENEFITS:

• Discretionary Bonus
• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k)
• Health Savings Account
• Paid Maternity Leave
• Paid Parental Leave
• Tuition Reimbursement