Executive Assistant/Office Manager Job at Geller & Company
Geller Advisors provides financial services and comprehensive family office solutions to high-net-worth individuals, families, non-profit foundations, and operating businesses. Headquartered in Manhattan, the firm is a wholly-owned subsidiary of Geller & Company (a premier strategic financial and advisory firm) and an SEC Registered Investment Advisor. Geller Advisors delivers a wide array of services, including Investment Management, CFO Services, Tax Advisory Services, and Strategic Financial Planning.
Executive Assistant & Office Manager (FL)
The Executive Assistant & Office Manager will be responsible for two primary directives: 1) support the Chief Client Officer (CCO) in collaboration with his Chief of Staff (CoS) as a true business partner and 2) run the day-to-day operations of the Florida office. This role will report to the CoS. This position will have the unique opportunity to participate in the launch and growth of a new office location and to expand their duties as it relates to supporting the functions and staff at that location over time. This position requires a high degree of proactive, critical thought and an “ownership” mentality in how they execute their duties. The ideal candidate has extensive experience supporting an executive with a demanding calendar, frequent travel, and competing priorities that require daily evaluation as well as strong project management experience.
Your Impact:
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Office Management: Serve as primary point-of-contact for building management and daily functions of operating the Florida office including but not limited to: maintain office supply inventories; liaise with IT to provide on-site technical support/troubleshooting; oversight and coordination of vendors/suppliers and ensure all engagements are in place for a fully operational office; handle preparations/logistics for in-person meetings with clients/guests and visiting Geller teammates; accountable for delivery and consistency of the Geller client experience
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Project & Deliverables Management: Collaborate with the CoS and other project managers to track, coordinate and manage all stakeholder requests to ensure timely responses and execution upon agreed to priorities;; identify and execute ad hoc projects to support ongoing strategic efforts; create and maintain presentations and reports utilizing PowerPoint and Excel
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Relationship Management: Develop and maintain strong relationships across teams and with client counterparts and their executive assistants; enter and maintain Salesforce data and ensure regular interaction with key constituents
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Executive Support: Work in tandem with the CoS as a member of the executive support team assisting the CCO to focus his time and effort on business development, client service and internal matters
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Calendar Management: Ensure the CCO’s time is appropriately prioritized and his calendar is always current; schedule appointments/meetings/work blocks and respond promptly to requests for CCO availability; arrange and confirm all logistics and details utilizing Outlook/Webex/Zoom; proactively resolve scheduling conflicts; enter time into Aderant time tracking system
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Travel & Expense Management: Coordinate with the CCO’s travel agent to arrange all business travel logistics including air/ground/rail transfers and accommodations; confirm technology/connectivity; submit timely T&E reports on Chrome River
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Occasional travel may be required to support the CCO at client meetings or in the New York office, and to assist with client service requests in the greater Jupiter area such as meeting a client at their home to secure wet signature or deliver documents
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Meeting Management: Coordinate and confirm all details including attendees, conference room, video/conference details, IT support, security badges, catering; create agendas, attend meetings, draft and circulate meeting notes, edit and distribute materials, and follow up on deliverables
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Materials Management: Adhere to team processes to ensure materials are accurately distributed and maintained in appropriate databases; print/bind materials for prospect and client meetings; maintain document storage in compliance with SEC regulations
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What You’ll offer:
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Must be located within daily commuting distance of the Jupiter, FL office
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7+ years of Office Management and/or Executive Assistant experience working directly for executive level management
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Strong Project Management skill set
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Forward thinking mindset; thought partner
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Demonstrated ability to learn quickly, think critically and creatively, and anticipate/resolve issues independently
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Already has or willing to obtain Notary certification within the first 90 days of employment
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24/7 flexibility and responsiveness including “off hours”
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Able to travel including local driving and flying to location for several days (infrequent)
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Meticulous organization and time management skills, attention to detail, follow-through and execution is a must
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Ability to successfully prioritize and multitask with sound judgment
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Strong work ethic, responsiveness, sense of urgency, persistence, resourcefulness and self-motivated in a deadline driven environment
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Positive, can-do attitude; proactive, collaborative mindset to integrate into a team environment; flexibility to the evolving needs of clients and teams
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Excellent judgment and the ability to balance resourcefulness and discretion; demonstrates ability to protect client confidentiality as well as confidential/proprietary firm information
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Ability to listen, take feedback and constructively apply to behaviors
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Acts with polish/poise and client service oriented
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Exceptional written and verbal communication skills
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Must have strong technical skills with Microsoft Outlook, Word, Excel, Power Point, and WebEx
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Prefer technical skills with Zoom, Salesforce, Chrome River, and Aderant
Why join Geller & Company?
- Opportunity to scale your experience beyond the scope of your role
- 100% funded health, vision, and dental insurance
- 401K plan with company match
- Generous PTO and paid holidays
- Philanthropic opportunities
What's next?
If this sounds like you, apply today and Talent Acquisition will review your application and get in touch if there is match.
Geller & Company requires that all employees be fully vaccinated against COVID-19 as a condition of employment (unless a medical or other applicable exemption applies), and accordingly, you must be able to show proof of vaccination by the time you start employment.
Geller & Company is an equal opportunities employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or caregiver status.
The base salary range for this position is:
Base pay offered may vary depending on job-related knowledge, skills, and experience. The total compensation package includes medical, dental, vision, financial, and other benefits as well as the potential for an annual bonus consideration.
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