Executive Administrative Assistant

Career Group; San Diego (CA); Hybrid; USD 70,000 - 80,000; Full time

Benefits offered by this job

Hybrid in-office

Medical benefits

Bonus potential

Job summary

Career Group in San Diego, CA seeks an Executive Administrative Assistant to support a wealth advisory team with a focus on client service and meticulous administration.

You will manage calendars, prepare materials for meetings, and coordinate events while handling confidential documents and transactions with precision.

Qualifications

• Bachelor’s degree strongly preferred.
• 2–3 years’ corporate administrative experience required.
• Background in financial services a plus.
• Proficiency in MS Office and Salesforce is desirable.
• Excellent communication and organizational skills.

Responsibilities

• Address client inquiries and concerns.
• Oversee incoming emails and phone calls.
• Compose correspondence for the team as needed.
• Manage team schedule and prepare meeting materials.
• Build financial presentations for high-level clients.
• Oversee transactional processes and documentation.
• Arrange travel and supervise expense reporting.
• Maintain sensitive client information and archives.
• Coordinate in-office and off-site events.
• Support special projects and other duties as assigned.

Skills

Communication skills

Organization

Multitasking

Education

Bachelor’s degree strongly preferred

Tools

MS Office

Salesforce

Job description

A leading global finance firm with beautiful offices in San Diego, CA is looking for a dedicated Executive Administrative Assistant to support their collaborative wealth advisory team. This is the ideal role for a candidate who is a natural organizer and who is highly skilled in providing a very high level of client services with a people focused approach and an eye for detail. Your drive to play an integral role in the administration and operations of our firm will make a direct impact on our client service team.

You will collaborate with a team of senior level financial executives, and their HNW and UHNW clients, where you will foster relationships, coordinate extensive calendaring and meeting management, provide resources through documentation and engage in a high level of transactional support work. Your positive attitude and can-do mentality will help you as you build rapport and gain client trust. You'll also help coordinate our in-person meetings and events, holiday parties, client dinners and outings, and overall navigate logistics and any special projects.

You will be entrusted to learn an intricate process of internal document management, where you will handle sensitive files, handling financial documentation and provide digital files for presentations and reporting, overall ensuring accurate information is being shared with the right parties.

The right individual is seeking a high-performing team that values integrity, hard-work, commitment, a passion for people, and a natural ability to connect and drive goals. You'll have at least 2 years of prior administrative experience ideally in a corporate setting under your belt. This a multi-faceted position and you'll be working with senior leaders in the industry.

What you’ll do:

• Effectively address incoming client inquiries and concerns
• Oversee incoming emails and phone calls
• Compose correspondence for team as needed
• Manage team schedule and prepare materials for meetings
• Build financial presentations for high-level and prospective clientele
• Oversee the transactional process with an eye for documentation and following up on supportive materials
• Arrange travel and supervise expense reporting
• Maintain updated file archives and highly sensitive client contact information
• Help coordinate in-office and off site events
• Manage logistics for various special projects as needed
• Other additional duties as assigned

What you’ll need:

• Bachelor’s degree strongly preferred
• At least 2-3 years’ work experience in a corporate environment required
• Background in financial services a plus
• Demonstrated proficiency in MS Office
• Preferred experience in Salesforce
• Effective and polished communication skills
• Superb organizational and multitasking capabilities
• Commitment and dedication to high standard of work

Hybrid in office

Salary Range is DOE at 70-80K base plus bonus and overtime.

Highly competitive medical benefits package

Hours for this position are 8:00 AM – 5:00 PM with overtime as needed, depending on assigned projects.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring. California applicants, please view our Privacy Notice here: https://careergroupcompanies.com/california-privacy-notice/.