Senior Administrative Assistant

Beacon Hill; West Palm Beach (FL); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

Federal and state leave programs

Job summary

Beacon Hill is seeking an experienced executive assistant to provide high-level administrative support to leadership teams in a financial services environment. You will manage complex calendars, coordinate meetings across multiple time zones, and prepare correspondence, reports, and meeting materials.

You will organize client meetings and events, act as a primary point of contact for communications, handle confidential information, support expense reporting and travel arrangements, and assist

Qualifications

• 5+ years of administrative support experience, preferably supporting senior leadership.
• Experience in financial services.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Exceptional organizational and time management skills.
• Strong verbal and written communication abilities.
• Ability to manage multiple priorities while meeting deadlines.
• Professional demeanor with excellent client service.
• High level of discretion and confidentiality.
• Experience coordinating executive calendars, meetings, and travel.
• Bachelor's degree preferred but not required.
• Local candidates to West Palm Beach area preferred.

Responsibilities

• Provide high-level administrative support to leadership teams.
• Manage complex calendars, coordinate meetings across multiple stakeholders and time zones.
• Prepare and edit correspondence, reports, presentations, and meeting materials.
• Organize and coordinate client meetings and special events.
• Serve as a primary point of contact for internal and external communications.
• Handle sensitive and confidential information with discretion.
• Assist with expense reporting, invoice processing, and administrative documentation.
• Support client onboarding and account administration processes as needed.
• Collaborate with various departments to ensure smooth workflow and operational efficiency.
• Assist with special projects and ad hoc administrative initiatives.

Skills

Administrative support experience

Communication skills

Time management

Discretion

Client service

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

Key Responsibilities

• Provide high-level administrative support to leadership teams
• Manage complex calendars, coordinate meetings, and schedule appointments across multiple stakeholders and time zones
• Prepare and edit correspondence, reports, presentations, and meeting materials
• Organize and coordinate client meetings and special events
• Serve as a primary point of contact for internal and external communications
• Handle sensitive and confidential information with the highest degree of discretion
• Assist with expense reporting, invoice processing, and administrative documentation
• Support client onboarding and account administration processes as needed\
• Collaborate with various departments to ensure smooth workflow and operational efficiency
• Assist with special projects and ad hoc administrative initiatives

Qualifications

• 5+ years of administrative support experience, preferably supporting senior leadership
• Previous experience within financial services
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Exceptional organizational and time management skills
• Strong verbal and written communication abilities
• Ability to manage multiple priorities while meeting deadlines
• Professional demeanor with excellent client service skills
• High level of discretion and confidentiality
• Experience coordinating executive calendars, meetings, and travel arrangements
• Bachelor's degree preferred but not required
• Prefer candidates to be local to West Palm Beach area

Preferred Experience

• Experience supporting Financial Advisors, Managing Directors, Partners, Wealth Advisors, or Executive Leadership Teams
• Familiarity with CRM systems
• Experience preparing client-facing presentations and reports
• Exposure to financial documents, investment reporting, or account administration processes
  

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Benefits Information

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.