Executive Coordinator

Oxford Financial GRP; Minneapolis (MN); On-site; USD 55,000 - 75,000; Full time

Job summary

Oxford Financial GRP, based in Minneapolis, seeks an Executive Coordinator to provide administrative support, coordinate projects, manage confidential information, and promote a positive image with clients and advisors.

You will handle meeting logistics, prepare reports, support business development, and maintain records across departments. This onsite role requires strong organizational skills and discretion in handling sensitive information.

Qualifications

• Three years business experience in a related field; B.S./B.A. preferred.
• Minimum of three years’ administrative experience.
• Excellent written, verbal and interpersonal communication skills; able to interact effectively with internal and external stakeholders.
• Proficient with Microsoft Office (including Excel); with advanced Power Point skills
• Highly organized and detail‑oriented; able to manage multiple priorities, tasks and deadlines concurrently
• Proven analytical and problem‑solving skills with ability to produce accurate, data‑driven work
• Professional demeanor with an uncompromising respect for discretion and confidential matters
• Able to work both independently and as part of cross‑functional teams; demonstrated ability to execute projects or workstreams and follow through to completion
• Ability to adapt, learn and navigate custom systems such as Salesforce, Laserfiche, SmartSheets and other systems used by the department

Responsibilities

• Prepares correspondence in all formats.
• Organizes and maintains filing systems and investment binders.
• Coordinates internal and external meetings.
• Supports Business Development initiatives, including development and updating of presentations.
• Manages contact database, Hub and related systems.
• Arranges travel for Managing Directors.
• Organizes and maintains projects as assigned, including creating special reports for meetings, coordinating with other departments on production of reports, and preparing for out-of-town meeting events and conferences.
• Researches and responds to inquiries from clients and Oxford associates.
• Manages and prioritizes internal requests for the team; documents actions taken.
• Communicates needs to other departments and maintains follow-up records.
• Completes expense reports in Concur, including reconciliation of statements, identification of discrepancies and correction coordination.
• Coordinates preparation and distribution of client and internal meeting materials.
• Coordinates creation and maintenance of internal and external marketing materials.
• Actively involved in all internal meetings, assisting as needed.
• Prepares meeting agendas and minutes for subcommittee meetings.
• Prepares various other reports as assigned
• Other duties as assigned

Skills

Microsoft Office

PowerPoint

Excel

Communication

Organization

Education

B.S./B.A. preferred

Tools

Salesforce

Concur

Laserfiche

SmartSheets

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Minneapolis, MN, US

Department:

Investment Management Group

Reports To:

Managing Director & Oxford Investment Fellow

FLSA Status:

Non-Exempt

Location:

Minneapolis

POSITION DESCRIPTION

The Executive Coordinator provides administrative assistance through general office duties, coordinates special projects and reports, handles confidential information, processes internal reports and forms, and promotes a positive image for Oxford through client and advisor interaction.

DUTIES & RESPONSIBILITIES

General Office & Administration

• Prepares correspondence in all formats
• Organizes and maintains filing systems and investment binders
• Coordinates internal and external meetings
• Supports Business Development initiatives, including development and updating of presentations
• Manages contact database, Hub and related systems
• Arranges travel for Managing Directors

Special Project Coordination

• Organizes and maintains projects as assigned, including creating special reports for meetings, coordinating with other departments on production of reports, and preparing for out-of-town meeting events and conferences

Stakeholder Communication

• Researches and responds to inquiries from clients and Oxford associates
• Manages and prioritizes internal requests for the team; documents actions taken
• Communicates needs to other departments and maintains follow-up records

Meeting Preparation & Records Management

• Completes expense reports in Concur, including reconciliation of statements, identification of discrepancies and correction coordination
• Coordinates preparation and distribution of client and internal meeting materials
• Coordinates creation and maintenance of internal and external marketing materials
• Actively involved in all internal meetings, assisting as needed
• Prepares meeting agendas and minutes for subcommittee meetings
• Prepares various other reports as assigned

Additional Duties

• Other duties as assigned

QUALIFICATIONS

• Three years business experience in a related field; B.S./B.A. preferred
• Minimum of three years’ administrative experience
• Excellent written, verbal and interpersonal communication skills; able to interact effectively with internal and external stakeholders.
• Proficient with Microsoft Office (including Excel); with advanced Power Point skills
• Highly organized and detail‑oriented; able to manage multiple priorities, tasks and deadlines concurrently
• Proven analytical and problem‑solving skills with ability to produce accurate, data‑driven work
• Professional demeanor with an uncompromising respect for discretion and confidential matters
• Able to work both independently and as part of cross‑functional teams; demonstrated ability to execute projects or workstreams and follow through to completion
• Ability to adapt, learn and navigate custom systems such as Salesforce, Laserfiche, SmartSheets and other systems used by the department

WORKING CONDITION

• Long periods of sitting, utilizing a computer
• This is an onsite role working in the office full-time.
• Limited travel as business needs necessitate