Executive Assistant

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Executive Assistant

We’re looking for a highly organized and proactive Executive Assistant who has not only exceptional administrative skills, but also a knack for optimizing productivity and supporting others. If you thrive in a fast-paced and energetic environment, are detail oriented, and are passionate about becoming a key player in a firm providing financial advisory services to physicians, we’d love to meet you!

You will be an indispensable partner to senior leadership, ensuring seamless operations and empowering our executive team to focus on driving strategic initiatives and achieving our mission. We are a firm providing financial advisory services to physicians with locations in Nashville, TN, Fort Wayne, IN, and a distributed team across the country, Vestia Personal Wealth Advisors offers a collaborative and team-oriented environment where your skills and dedication will be valued and rewarded.

Job Summary:

The Executive Assistant is responsible for providing support to multiple members of senior leadership, ensuring day-to-day efficiency while assisting with scheduling, communication, and administrative needs. Working closely with the executive team and with internal and external stakeholders, you will ensure the day-to-day runs near flawlessly and that no one is left guessing in the process. You must be highly organized and goal-oriented, with the ability to work independently and under pressure at times to handle a wide variety of activities while maintaining high quality work and representing our team with excellence. Usual hours are 20 hours per week during normal business hours.

Equal Opportunity is Real Here

Team Vestia embraces diversity and equal opportunity as essential to the core of who we are. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better Team Vestia will be!

Primary Responsibilities Include:

· Maintaining and organizing the executive's calendar, scheduling and prioritizing appointments, meetings, and events.

· Proactively anticipating scheduling conflicts, making necessary adjustments, and communicating proactively to stakeholders involved.

· Coordinate with stakeholders to ensure each meeting on the calendar has an agenda supporting the executive’s objectives for the meeting, and ensure the executive has all materials on their desk in advance for the day’s meetings.

· Screening and managing emails with professionalism and attention to detail, communicating relevant updates to executive in an efficient manner.

· Assisting in task prioritization, creating to-do lists, and managing deadlines effectively, ensuring executive’s commitments are fulfilled on time.

· Completing administrative tasks on behalf of the executive.

· Preparing, reviewing, and editing correspondence, presentations, reports, and other documents.

· Planning and coordinating travel arrangements (usually domestic), including flights, accommodations, and transportation, ensuring travel plans align with the executive’s preferences.

· Coordinating and managing gifting for clients and other friends of our business, including selecting appropriate gifts and arranging delivery.

· Drafting slide presentations for executive’s internal company presentations, organizing information to effectively convey key messages, and using our templates to create visually appealing and informative slides.

· Handling sensitive information with the utmost confidentiality and discretion and maintaining a high level of professionalism and integrity in all interactions.

Travel:

Travel as needed to support executives, accomplish other corporate functions, and attend two off-site team retreats each year. Ability to transport oneself is necessary.

Required Experience / Qualifications:

1. High school diploma or GED (minimum required).

2. A minimum of 2 years as an administrative or executive assistant.

3. Impeccable written and verbal communication skills.

4. Interpersonal skills, notable attention to detail, outstanding time management and organizational skills, and punctuality are a must.

5. Ability to quickly take notes & capture ideas succinctly; ideal typing speed: 70 WPM (96% accuracy)

6. Advanced proficiency in Microsoft Office suite, with a deep understanding of Outlook, Excel, and PowerPoint.

7. Proven ability to quickly learn other software applications as needed.

8. Ability to manage priorities and deadlines while maintaining high quality work.

9. Ability to work with a flexible schedule including occasional early mornings or evenings for the successful execution of firm business.

Growth Path Next Steps Could Include the Following:

·Promotion to full-time executive assistant

Pay: $25.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Paid time off

Education:

• High school or equivalent (Preferred)

Experience:

• Executive administrative support: 1 year (Preferred)

Work Location: Remote