Executive Administrative Assistant - Top Global Professional Services Firm

Confidential Careers; Beverly Hills (CA); Híbrido; USD 70.000 - 75.000; Tempo integral

Benefícios oferecidos por esta vaga

Hybrid schedule

Medical benefits package

Bonus eligibility and overtime

Resumo da vaga

Confidential Careers in Beverly Hills/Century City seeks an Administrative Assistant / Client Coordinator. The role is highly organized, detail-oriented, and client-focused within a wealth advisory team.

You will support senior wealth management professionals, coordinate client transactions, maintain confidential records, and ensure processes run accurately and efficiently in a hybrid onsite/offsite environment.

Qualificações

• 2–3+ years in administrative, client service, operations or coordination in a corporate setting.
• Experience in financial services, wealth management, banking, or related professional services preferred.
• Bachelor’s degree strongly preferred.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage documentation-heavy processes and deadlines.
• Comfortable handling confidential financial information and client transactions.
• Excellent written and verbal communication with a professional, client-focused approach.
• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Experience with Salesforce or similar CRM is a plus.
• Proactive, dependable, and able to own responsibilities in a visible role.

Responsabilidades

• Serve as a key point of contact for clients, responding to inquiries and coordinating requests.
• Support daily operational and administrative processes for a team of senior wealth management professionals.
• Coordinate client transactions and ensure documentation is complete and tracked to completion.
• Manage financial paperwork, account documentation, internal forms, and client records with confidentiality.
• Liaise with internal departments, financial professionals, and clients to resolve items.
• Monitor client requests and transaction statuses to ensure timely follow-up.
• Assist with preparing financial reports, client presentations, and meeting materials.
• Maintain accurate client information, digital files, and CRM records.
• Coordinate complex calendars, meetings, and scheduling for senior executives.
• Manage incoming correspondence and communications, prioritizing requests.
• Assist with expense reporting and travel arrangements.
• Coordinate client meetings, events, and special projects as needed.
• Identify opportunities to improve workflows and efficiency.

Conhecimentos

Administrative support

Client coordination

Operations

Documentation management

Formação

Bachelor's degree

Ferramentas

Microsoft Office

Excel

Word

Outlook

PowerPoint

Salesforce

Descrição da vaga

A leading global financial services firm with beautiful offices in Century City is seeking a highly organized, detail-oriented Administrative Assistant / Client Coordinator to join its collaborative wealth advisory team. This is a highly visible, hands-on position with a strong emphasis on operational support, financial processes, transaction coordination, and exceptional client service.

Working closely with senior financial executives and their high-net-worth and ultra-high-net-worth clients, this individual will play an integral role in managing daily operations, coordinating client-related activities, overseeing financial documentation, and ensuring that critical processes are executed accurately and efficiently.

The ideal candidate is proactive, resourceful, and exceptionally organized, with strong attention to detail and the ability to manage multiple priorities in a fast-paced, client-focused environment. This position requires someone who enjoys being involved in the details, takes ownership of their work, and understands the importance of accuracy, discretion, and follow-through when handling sensitive financial information and client transactions.

Responsibilities

• Serve as a key point of contact for clients, responding to inquiries, coordinating requests, and ensuring a consistently high level of service.
• Support daily operational and administrative processes for a team of senior wealth management professionals.
• Coordinate client transactions, ensuring required documentation is accurate, complete, properly processed, and tracked through completion.
• Manage financial paperwork, account-related documentation, internal forms, and client records while maintaining strict confidentiality.
• Liaise with internal departments, financial professionals, and clients to facilitate operational requests and resolve outstanding items.
• Monitor ongoing client requests, transaction statuses, and outstanding documentation to ensure timely follow-up and completion.
• Assist with preparing financial reports, client presentations, meeting materials, and other documentation.
• Maintain accurate client information, digital files, internal databases, and CRM systems.
• Coordinate complex calendars, client meetings, conference calls, and scheduling for senior executives.
• Manage incoming correspondence, emails, and phone calls, prioritizing requests and ensuring timely communication.
• Assist with expense reporting, travel arrangements, and other administrative needs.
• Coordinate client meetings, events, and special projects as needed.
• Identify opportunities to improve internal workflows, organization, and operational efficiency.

Qualifications

• 2-3+ years of professional experience in an administrative, client service, operations, or coordination role within a corporate environment.
• Experience in financial services, wealth management, banking, or a related professional services environment strongly preferred.
• Bachelor's degree strongly preferred.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage documentation-heavy processes, track multiple requests, and consistently follow through on deadlines.
• Comfortable working with financial information, confidential records, and transactional processes.
• Excellent written and verbal communication skills with a professional, client-focused approach.
• Strong proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Experience with Salesforce or a similar CRM platform preferred.
• Proactive, dependable, and comfortable taking ownership of responsibilities in a highly visible, hands‑on role.
• Strong judgment, discretion, and ability to work effectively with senior executives and high-profile clients.
• Collaborative, hardworking, and adaptable, with a commitment to delivering accurate and timely work.
• Base salary of $70,000-$75,000, depending on experience.
• Bonus eligibility and overtime compensation.
• Highly competitive medical benefits package.
• Hybrid schedule with three days onsite in Century City and two days working remotely.
• Standard hours of 8:00 AM-5:00 PM, with overtime as needed.

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