Administrative Assistant

Chilton Investment Services LLC; City of Rochester (NY); On-site; USD 52,000 - 78,000; Full time

Job summary

Chilton Trust seeks an Administrative Assistant to support senior executives with high-level administrative and operational tasks. The role requires exceptional organization, discretion, and the ability to anticipate needs in a fast-paced environment.

Responsibilities include calendar management, travel arrangements, project support, and coordinating meetings and client events. Strong communication skills and a Bachelor’s degree are required, with the ability to collaborate across teams.

Qualifications

• Excellent oral and written communication skills are required.
• Strong discretion and judgment when handling confidential information.
• Organized with meticulous attention to detail and ability to manage multiple tasks.
• Ability to work collaboratively with various internal teams.
• Independent, self-directed, and proactive in supporting executives.

Responsibilities

• Manage complex calendars, coordinate internal and external meetings, and arrange travel.
• Assist with strategic initiatives, marketing efforts, and ad hoc projects.
• Screen and prioritize calls and correspondence; prepare briefing materials.
• Organize executive meetings, board sessions, and client events; prepare agendas and follow-up docs.
• Handle sensitive information with the utmost discretion and maintain confidentiality.
• Process expense reports and invoices; liaise with vendors and service providers.
• Serve as a cross-functional liaison between executives and departments to ensure smooth workflow.

Skills

Oral and written communication

Discretion and judgment

Organizational skills

Team collaboration

Independent work

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

Firm Description

Chilton Trust(“CTC”) is a private wealth management firm launched in 2010 by Richard L. Chilton Jr. CTC offers full-service, bespoke private wealth management services, including asset allocation advice, management of separate portfolio accounts in equity and fixed income, open architecture manager research, trust and estate planning and family office services include tax compliance and planning. CTC has offices in New York, Palm Beach, Naples, Connecticut, Charlotte, Virginia and Delaware.

Our primary mission is to provide our clients with a portfolio of financial services that capture superior long-term investment returns throughout all market cycles by executing our proven commitment to value-added, fundamental research and disciplined portfolio management. We strive to achieve these goals through a team of passionate professionals who share a common culture of mutual respect, integrity, and work ethic built on creative thinking and leadership, and always putting our clients’ interests first.

Position Description

The Administrative Assistant will serve as a trusted partner to senior level executives, providing high-level administrative and operational support. This role requires exceptional organizational skills, discretion, and the ability to anticipate needs in a dynamic, fast-paced environment. The ideal candidate will embody professionalism and uphold the firm’s values in all interactions. Key responsibilities include:

• Calendar & Scheduling: Manage complex calendars, coordinate internal/external meetings, and arrange travel.
• Project Management: Assist with strategic initiatives, marketing efforts, and ad hoc projects as directed by executives.
• Communication Management: Screen and prioritize calls, and correspondence; draft responses and prepare briefing materials.
• Meeting & Event Coordination: Organize executive meetings, board sessions, and client events; prepare agendas, presentations, and follow-up documentation.
• Confidentiality: Handle sensitive information and documents with the utmost discretion.
• Operational Support: Process expense reports, invoices, and maintain accurate records; liaise with vendors and service providers as needed.
• Cross-Functional Collaboration: Serve as a point of contact between executives and internal departments; ensure smooth communication and workflow.

Candidate Description

• Bachelor's Degree
• 2-4 years of corporate business experience, preferably in financial services
• Excellent oral and written communication skills
• Strong working knowledge of Microsoft Office
• Ability to work/interface with others in a cooperative manner
• Organized, with a strong attention to detail
• Flexible, independent and self-directed
• Ability to handle confidential matters
• Ability to exercise good judgment and discretion with sensitive issues