Executive Assistant

Executive Assistant

Southwestern Investment Group

801 Crescent Centre Drive, Suite 600
Franklin, TN 37067

sarah.esposito@swinvestmentgroup.com
615-861-6100
Website

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JOB SUMMARY:

The Executive Assistant will work independently or with general supervision, utilizing skills obtained through experience and training to assist Financial Advisors (FAs) and provide clients with quality service.  This position will follow established procedures to perform routine tasks and receive general guidance and direction to perform a variety of non-routine tasks with limited decision-making responsibility.  The Executive Associate / Administrative Associate will have routine contact with internal and external customers to obtain, clarify or provide facts and information while sustaining a professional image.  This position will provide excellent customer service to internal and external customers while demonstrating the company values and supporting the mission.

JOB DUTIES AND RESPONSIBILITIES:     

  • Interact daily on the phone and in person with prospective and existing clients including handling basic inquiries
  • Schedule and coordinate meetings, events, and appointments for advisors
  • Create and maintain records and files
  • Maintain databases and create reports using portfolio software programs
  • Transcribe and prepare correspondence
  • Assist Financial Advisors with marketing efforts including seminars and compliance approvals for advertising literature
  • Receive cross-training and assist with other operational functions as required
  • Handle or delegate executive advisor emails
  • Schedule travel arrangements for executive advisor
  • Schedule and confirm client meetings with FA and outside partners
  • Schedule executive level leadership meetings
  • Coordinate holiday and event planning
  • Run birthday report and prepare cards for signing/mailing
  • Perform other duties as assigned

REQUIRED QUALIFICATIONS:

  • Associate’s Degree preferred; experience in lieu of degree
  • 2 years of administrative experience in a related industry, or bachelor’s degree in lieu of experience
  • Proficient in Microsoft Office (Excel, Word, Outlook and Power Point)
  • Ability to work on multiple projects simultaneously while accomplishing daily tasks and meeting deadlines
  • Effective oral and written communication skills and excellent interpersonal skills
  • Attention to detail, critical thinker and problem-solving skills
  • High standards for integrity, honesty, professionalism, and work ethic
  • Commitment to service excellence
  • Ability to work independently while demonstrating excellent organization and follow through
  • Analytical skills to research account information
  • Demonstrates flexible and efficient time management and ability to prioritize workload
  • Ability and willingness to move with purpose and a strong sense of urgency
  • Self-motivated, positive, and enthusiastic
  • Self- starter with a strong desire to exceed expectations and capable of supporting a team
  • Maintains confidentiality discretion
  • Ability to effectively work in collaboration with others to achieve business objectives
  • Willing to grow and be challenged
  • Attends additional training as requested/deemed necessary

 PHYSICAL DEMANDS:

  • Ability to work in a traditional professional office setting or remote equivalent
  • Prolonged periods of sitting at a desk and working on a computer
  • Advanced computer skills and ability to effectively operate computer equipment, software systems and databases
  • Work schedule may vary and is determined by project schedules
  • Ability to efficiently operate all job-related office equipment
  • Ability to communicate via telephone, computer and work in virtual teams
  • Must be able to lift up to 15 pounds at a time
  • Ability to travel using personal vehicle to other office locations as needed
  • The responsibilities may require occasional overnight travel

 The specific statements shown in each section of this description are not intended to be all-inclusive.  They represent typical elements and criteria necessary to successfully perform this position.

 Employees must conduct business in accordance with applicable laws, regulations, professional standards and ethical standards and report potential compliance or ethical issues to a manager or the Human Resources Department.

Southwestern Family of Companies affirms our commitment to make reasonable accommodation to known physical or mental limitations of otherwise-qualified individuals with disabilities or special disabled veterans, unless the accommodation would impose an undue hardship on the operation of our business. Please see the Human Resources Department for additional information.

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