Oxford Financial Group, Ltd.
Executive Assistant/Meeting Planner/Receptionist
Oxford Financial Group, Ltd., Cincinnati, Ohio, United States, 45208
The Executive Assistant/ Meeting Planner (EA/MP) position is located in our Cincinnati office location and is an on-site position.
Position Summary Provides Executive support and client support. Supports Managing Directors (MD) and his/her respective teams by providing high level administrative assistance. Plans and coordinates meetings, conferences, and travel for assigned MDs. Manages schedules through communication with clients, prospects and advisors regarding upcoming meetings using Microsoft Office and Salesforce. Compiles expense/mileage reports for assigned MDs. Provides prompt and friendly service to Oxford guests and associates by answering and directing phone calls, greeting and assisting guests and assisting with catering meetings. Promotes positive professional image for Oxford.
Duties & Responsibilities Plans meetings
Initiates/receives communication to/from prospects, clients, advisors
Prioritizes/schedules meeting requests
Reschedules meetings
Organizes/coordinates multiple calendars
Posts meetings following standard operating procedures
Performs problem solving
Manages communication
Oversees the production of appointment confirmations for meetings scheduled
Issues prompt, thorough voice mails and emails to client service associates
Plans travel
Makes airline/hotel reservations through travel agent and other vendors
Arranges ground transportation
Maintains Managing Directors’ frequent flyer memberships and other travel memberships
Compiles itineraries
Confirms conference registrations and arranges travel to/from conference
Coordinates out-of-state client/advisor/prospect visits (i.e., Florida: Several clients on east/west coasts)
Tracks meeting planning activity
Maintains documentation of daily activities
Updates Salesforce with new/updated information
Synchs meetings from Outlook to the Salesforce
Expense/Mileage Reports
Prepares and submits expense reports in Concur on behalf of MD
Prepares and submits mileage reports on behalf of MD
Performs reception duties
Answers and directs incoming calls within two-three rings
Greets and assists clients and visitors in a friendly and professional manner
Promptly informs associates when appointments arrive
Monitors ‘wait’ time and handles appropriately
Accepts deliveries and courier packages and notifies associates of deliveries
Oversees conference rooms and lobby area
Schedules conference rooms for all client, advisor and internal meetings
Coordinates catering
Cleans and services conference rooms
Maintains neatness of lobby area
Monitors conference room flow and makes needed adjustments to conference room schedule
Maintains supplies in all conference rooms, printer/copier room, supplies closet and requests replenishment as needed.
Participation
Attends monthly team meetings
Attends one-on-one meetings with manager
Performs miscellaneous team projects (i.e. back-up support of team members, recurring procedures review and update)
Client Support
Coordinates client meeting preparation and follow up
Utilizes Electronic/web based workflow process for meeting preparation.
Coordinates with Managing Director, Client Service team and other departments to initiate, prepare and collect meeting deliverables as needed.
Prepares, prints and binds reports and deliverables
Prepares, files and distributes follow up communication
Scans and saves appropriate client documents in document management system
Communicates with prospects and clients as necessary
Uses the client portal to upload and retrieve client documents
Enters delegations and ticklers as assigned by Managing Director or Client Service Team
Assists in obtaining client information from external advisors (tax returns, legal documents) and saves appropriately
Manages client and prospect data in Salesforce
Handles manager terminations as directed by Oxford Investment Fellows (OIF)
Business Development and Onboarding Support
Assists Managing Director in Business Development and Onboarding Activities
Conducts web based research on prospect clients and institutions as requested
Pulls brochures, bios and other materials as requested
Coordinates collateral, other materials and emails on behalf of the Managing Directors to advisors and prospects.
Works with Managing Director and team to enter prospect data and requests for discussion guides, proposals, advisory agreements and other deliverables as appropriate
Assists with follow up communications.
Performs other duties
Acts as back-up to colleagues
Contacts building management for minor repairs and heating/cooling adjustments
Assists manager with team project
Qualifications
Associate degree in business related field or equivalent experience
3 years administrative experience in a fast paced environment supporting C-Suite executives
Ability to use telephone system and all basic office equipment
Experience with scheduling/meeting planning desired
Advanced Outlook skills
Must have a professional demeanor with the utmost respect for confidential matters
Must be able to work independently and in a team environment
Must have excellent written and verbal communication skills with strong interpersonal skills
Must be detail oriented with excellent organizational skills
Must have ability to multi-task
Must have ability to work in a high stress, fast paced environment
Must have strong work ethic with a positive attitude
Must have excellent problem solving and proactive abilities
Working Conditions
Long periods of sitting
Long periods of computer and telephone usage
Limited travel to other market locations required
100% onsite
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Position Summary Provides Executive support and client support. Supports Managing Directors (MD) and his/her respective teams by providing high level administrative assistance. Plans and coordinates meetings, conferences, and travel for assigned MDs. Manages schedules through communication with clients, prospects and advisors regarding upcoming meetings using Microsoft Office and Salesforce. Compiles expense/mileage reports for assigned MDs. Provides prompt and friendly service to Oxford guests and associates by answering and directing phone calls, greeting and assisting guests and assisting with catering meetings. Promotes positive professional image for Oxford.
Duties & Responsibilities Plans meetings
Initiates/receives communication to/from prospects, clients, advisors
Prioritizes/schedules meeting requests
Reschedules meetings
Organizes/coordinates multiple calendars
Posts meetings following standard operating procedures
Performs problem solving
Manages communication
Oversees the production of appointment confirmations for meetings scheduled
Issues prompt, thorough voice mails and emails to client service associates
Plans travel
Makes airline/hotel reservations through travel agent and other vendors
Arranges ground transportation
Maintains Managing Directors’ frequent flyer memberships and other travel memberships
Compiles itineraries
Confirms conference registrations and arranges travel to/from conference
Coordinates out-of-state client/advisor/prospect visits (i.e., Florida: Several clients on east/west coasts)
Tracks meeting planning activity
Maintains documentation of daily activities
Updates Salesforce with new/updated information
Synchs meetings from Outlook to the Salesforce
Expense/Mileage Reports
Prepares and submits expense reports in Concur on behalf of MD
Prepares and submits mileage reports on behalf of MD
Performs reception duties
Answers and directs incoming calls within two-three rings
Greets and assists clients and visitors in a friendly and professional manner
Promptly informs associates when appointments arrive
Monitors ‘wait’ time and handles appropriately
Accepts deliveries and courier packages and notifies associates of deliveries
Oversees conference rooms and lobby area
Schedules conference rooms for all client, advisor and internal meetings
Coordinates catering
Cleans and services conference rooms
Maintains neatness of lobby area
Monitors conference room flow and makes needed adjustments to conference room schedule
Maintains supplies in all conference rooms, printer/copier room, supplies closet and requests replenishment as needed.
Participation
Attends monthly team meetings
Attends one-on-one meetings with manager
Performs miscellaneous team projects (i.e. back-up support of team members, recurring procedures review and update)
Client Support
Coordinates client meeting preparation and follow up
Utilizes Electronic/web based workflow process for meeting preparation.
Coordinates with Managing Director, Client Service team and other departments to initiate, prepare and collect meeting deliverables as needed.
Prepares, prints and binds reports and deliverables
Prepares, files and distributes follow up communication
Scans and saves appropriate client documents in document management system
Communicates with prospects and clients as necessary
Uses the client portal to upload and retrieve client documents
Enters delegations and ticklers as assigned by Managing Director or Client Service Team
Assists in obtaining client information from external advisors (tax returns, legal documents) and saves appropriately
Manages client and prospect data in Salesforce
Handles manager terminations as directed by Oxford Investment Fellows (OIF)
Business Development and Onboarding Support
Assists Managing Director in Business Development and Onboarding Activities
Conducts web based research on prospect clients and institutions as requested
Pulls brochures, bios and other materials as requested
Coordinates collateral, other materials and emails on behalf of the Managing Directors to advisors and prospects.
Works with Managing Director and team to enter prospect data and requests for discussion guides, proposals, advisory agreements and other deliverables as appropriate
Assists with follow up communications.
Performs other duties
Acts as back-up to colleagues
Contacts building management for minor repairs and heating/cooling adjustments
Assists manager with team project
Qualifications
Associate degree in business related field or equivalent experience
3 years administrative experience in a fast paced environment supporting C-Suite executives
Ability to use telephone system and all basic office equipment
Experience with scheduling/meeting planning desired
Advanced Outlook skills
Must have a professional demeanor with the utmost respect for confidential matters
Must be able to work independently and in a team environment
Must have excellent written and verbal communication skills with strong interpersonal skills
Must be detail oriented with excellent organizational skills
Must have ability to multi-task
Must have ability to work in a high stress, fast paced environment
Must have strong work ethic with a positive attitude
Must have excellent problem solving and proactive abilities
Working Conditions
Long periods of sitting
Long periods of computer and telephone usage
Limited travel to other market locations required
100% onsite
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