Operations

Executive Assistant

Full-time

Innovative Outsourcing

Executive Assistant Atlanta GA

Our client, a small boutique financial advisory firm, is looking for an experienced Executive Assistant and Office Manager to join their team in their office located in the Cumberland/ Vinings area.

You will be engaged in almost every aspect of the business, starting with helping to foster and maintain a strong dedicated can-do client-centric culture while creating a fun, energetic, and balanced workplace for the employees. If you enjoy managing a wide range of professional office operations and supporting the CEO,  this could be the opportunity for you.   

JOB RESPONSIBILITIES:

Executive Assistant Support (40%)

  • Organize and coordinate the CEO’s daily calendar, manage/respond to emails, and manage/ arrange travel. 
  • Write individualized correspondence and other documents. 
  • Track the CEO’s expenses and prepare firm expense reports for billing and reimbursement.
  • Provide support, including serving as a key point of contact, and coordinating meeting logistics, communications, and materials to clients and external relationships and partners.
  • Plan and prepare for internal or external meetings, events, and speaking engagements. 
  • Manage communication, scheduling, and logistics for key internal events. 
  • Provide administrative support to other executive team members as needed. 

Operations (35%)

  • Manage the overall day-to-day operations of the office, including managing office visitors, answering phones, directing calls, and organizing, facilitating, and participating in our weekly planning meetings.
  • Monitor and maintain inventory of necessary office supplies. 
  • Design and oversee office operations, policies, and procedures.
  • Evolve and improve the operational efficiency of systems and processes.
  • Manage vendors (lead and assist with contract negotiation and agreements) and oversee office expenses (rent, telephone, technology, etc.).
  • Invoice clients and manage collections.
  • Manage and run payroll via PEO or payroll vendor and manage contractor payments.

Technology & Marketing (10%)

  • Manage outsourced IT vendor and assist them with problems.
  • Maintain, improve, and oversee Salesforce CRM.
  • Work with their digital marketing agency to maintain the website.
  • Craft and distribute email announcements to our CRM.
  • Maintain internal email distribution lists, research and vendor databases and subscriptions, office phone list, etc.
  • Manage software and cloud server licenses, computer equipment inventory, telephone systems and plans and conference call lines. 

Human Resources (5%) 

  • Manage the HR function in coordination with PEO and insurance providers ensuring successful onboarding of new employees and ongoing management of policies, employee benefits, including vacation and sick leave, and medical insurance and best practices.
  • Participation in the day-to-day management of staff including maintaining employee personnel files, acting as a liaison between employees and management, ensuring HR compliance, etc.
  • Support and involvement in hiring and training.

Accounting and Operational Reporting (5%) 

  • Assist with the preparation of and management of the annual budget and forecasting of expenses and review of quarterly financial statements to ensure accuracy.
  • Perform comparative analyses to develop and implement strategies for cost containment and review and reconcile credit card statements.
  • Monitor and ensure internal engagement reporting including proposal, engagement, and deal closing statistics, are up-to date and routinely recorded. 

Annual and Special Projects (5%)

  • Administer annual holiday gifting program.
  • Assist with and contribute to our annual planning meeting.
  • Initiate and complete special projects as needed.

JOB REQUIREMENTS:

  • Minimum of five years of experience as an Office Manager or Business Operations Manager, preferably at a financial service, accounting, consulting, or legal firm
  • Experience supporting executives
  • Bachelor’s degree or equivalent
  • Ability to navigate diverse cultural backgrounds and external business professionals
  • Strong initiative and process-improvement mindset, superb organizational, and time management skills
  • Excellent oral and written communication skills and strong interpersonal skills
  • High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize and “own your work” on multiple projects
  • Microsoft Office (Word, Excel, PowerPoint, Outlook &  Teams)
  • Ability to work onsite in their office located in the Cumberland/Vinings area from 8:30 am to 5:30 pm Monday through Friday
  • Experience with Salesforce and/or other CRM systems, QuickBooks and Constant Contact or similar email distribution software, and cloud server environments (Egnyte) preferred

COMPENSATION: 80,000+ a year, depending on experience, benefits, PTO, 401k