Executive Assistant, Philanthropy & Family Governance Advisory

The Executive Assistant will provide seamless administrative support to the Philanthropy and Family Governance Advisory team which consists of a Philanthropy and Family Governance Analyst (1), Philanthropy Program Manager (1), Philanthropy and Family Governance Advisor (1), Senior Philanthropy and Family Governance Advisors (2). The position reports to the Head of Philanthropy and Family Governance Advisory. The specific responsibilities will include: 

• Administrative Support:
• Manage complex calendars, travel arrangements, expense reports, check requests, and meeting logistics across time zones.
• Optimum screening of incoming communications and routing for timely action and follow-up.
• Partner with PFG team to prepare, proof, format and edit presentations, documents, briefing materials, agendas, post-event summaries, and follow-ups for internal and external meetings and events.
• Coordinate onsite meetings and arrange appropriate resources such as room reservations, catering, security, guest speakers, AV, IT, and Helpdesk.
• File correspondence and other documents in internal document management databases.
• Anticipate needs and take initiative to solve problems before they arise. 

• Team Operations:
• Partner with Team Lead to prioritize initiatives, track progress, and ensure alignment with strategic goals.
• Provide project management support, including event planning, execution, and reporting.
• Identify opportunities to improve workflows, systems, and team efficiency.
• Serve as a liaison between team members and internal/external stakeholders.
• Maintain teamwide project and subscriptions trackers, timelines, and stakeholder coordination.
• Train on how to post and archive materials on our team’s intranet pages.
• Facilitate team weekly and monthly meeting agendas, meeting notes, and action item tracking.

• Salesforce:

• Create and manage activities, ticklers, and follow-up tasks to support relationship management.
• Log written and verbal communications with clients and advisors for continuity and compliance.
• Ensure consistent adherence to Salesforce data standards and support the team in maintaining current, complete, and accurate activity histories.
• Generate and distribute Salesforce reports to support team operations and strategic planning. 

• Ongoing:

• Compose well-proofed written and email correspondence, which may require the use of industry terminology and broad knowledge of the firm’s operations, systems, and employees.
• Professional communication with both internal and external contacts, including significant prospect and client relationships.
• Support with ad-hoc internal and external projects as needs arise.
• Establish effective working relationships with immediate team, internal colleagues and external contacts; may be required to provide flexible support to other Wealth Planning teams as directed. 

Qualifications:

• Bachelor’s degree required.
• 5+ years’ experience in executive support or project management role, preferably within financial services, private foundation, nonprofit, or family office.
• Exceptional organizational, communication, and interpersonal skills.
• Proven ability to manage multiple priorities in a fast-paced, high-stakes environment.
• Discretion, strong judgement and integrity in maintaining client confidentiality and handling sensitive and confidential information and documentation.
• High emotional intelligence, social competence, and comfort interacting with senior executives, advisors, and ultra-high-net-worth families.
• Proficiency in and/or willingness to master a broad array of applications (e.g., Microsoft Office Suite, Adobe, Salesforce/other CRM systems, Concur, ProSystem, document management systems, Jive, Bessemer proprietary software).