A financial services firm in Annapolis, MD is seeking a highly organized and proactive Executive Assistant to support our leadership team within the Financial Services sector. This role involves providing comprehensive administrative and operational support to C-suite executives, ensuring seamless daily operations, experienced in marketing, appointment setting, budgeting, and project coordination, and have effective communication across departments. The ideal candidate will possess exceptional follow up and communication, organizational skills, technical proficiency, and the ability to manage multiple priorities with professionalism and discretion. This person will be very professional and will be the face of the organization and the main point of contact for clients. This position offers an excellent opportunity to contribute to a dynamic organization committed to excellence in financial services.

Responsibilities

• Manage and coordinate complex calendars for executives, including scheduling meetings, appointments, marketing events, and business travel arrangements using Microsoft Outlook Calendar and other scheduling tools.
• Prepare, proofread, and transcribe correspondence, reports, and presentations with accuracy and attention to detail.
• Organize and facilitate company events, meetings, and conferences, including logistics planning and vendor communication with excellent follow up!
• Handle confidential information with integrity while maintaining strict confidentiality standards.
• Support bookkeeping activities using QuickBooks and assist with data entry, invoicing, expense tracking, and basic bookkeeping tasks.
• Coordinate internal communications across departments to ensure timely dissemination of information.
• Utilize video conferencing software for virtual meetings, ensuring smooth technical setup and participation.
• Assist with project management tasks by tracking deadlines, preparing agendas, and following up on action items.
• Manage office supplies inventory, oversee filing systems (physical and digital), and maintain organized records.
• Facilitate business travel arrangements including booking accommodations, transportation, and preparing itineraries.
• Provide exceptional customer service via multi-line phone systems while practicing professional phone etiquette, as well as greet in-person all high-end clients who arrive.
• Support administrative functions such as proofreading documents, managing incoming correspondence, and handling phone inquiries efficiently.
• Collaborate closely with executive leadership to prioritize tasks and streamline workflows for increased productivity.

Qualifications

• Minimum of three years of experience as an executive assistant or personal assistant within a financial or corporate environment.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), productivity software, and office management tools such as DocuSign.
• Strong organizational skills with the ability to multitask effectively in a fast-paced setting.
• Experience with project coordination and event planning is highly desirable.
• Technical proficiency in video conferencing software (e.g., Zoom, Teams) along with familiarity in managing multi-line phone systems.
• Excellent written communication skills with keen attention to proofreading and transcription accuracy.
• Ability to handle confidential information discreetly while maintaining professionalism at all times.
• Knowledge of bookkeeping software such as QuickBooks is preferred but not mandatory; willingness to learn is essential.
• Exceptional interpersonal skills with a focus on collaboration with C-suite executives and team members across departments.