Executive Assistant

Job Description
The Managing Partner (MP) Executive Assistant supports the day-to-day operations of the Managing Partner. The MP Executive Assistant manages all administrative tasks, facilitates effective communication, and maintains strict confidentiality.

Responsibilities

Managing Partner Support
• Ensure calendar is organized with all meetings and travel.
• Handle correspondence, including emails and calls, ensuring timely and professional responses.
• Coordinate travel arrangements for the Managing Partner as well as ad hoc travel for staff.
• Review list of meetings/one-on-ones/events, etc. to be added to calendar on a regular basis.
• Color-code and track Managing Partner Time Study monthly.
• Reinforce recruiting priority to schedule on calendar.
• Handle sensitive information with the utmost discretion and confidentiality.

Firm-Wide Communications
• Prep & send weekly leaders email.
• Prep & send monthly Production reports.
• Organize, prep & send financial security planning contest tracking.
• Manage and oversee other agency contests as needed.

Event Coordination
• Serve as the primary event coordinator and manage all logistical function for firm events, including:
o Eastern Regional Meeting.
o Annual Meeting in Milwaukee.
o Annual All-Firm Meeting.
o Executive Leadership Team Mid-Year Planning Retreat.
o Executive Leadership Team 2-day Planning Retreat.
o Miscellaneous Meetings – as needed (e.g., Home Office-invited speakers).

Other Responsibilities
• Ad-hoc support for C-Suite.
• Serve as meeting record keeper in team meetings.
• Partner and support firm initiatives including Diversity, Equity, & Inclusion (DEI) programs.
• Serve on the firm’s Culture & Philanthropy programs.
• Manage the firm’s annual Golf outing.

Qualifications
• Bachelor’s degree in business or an equivalent combination of education and/or responsible work experience.
• 3-5 years experience supporting executive level individuals.
• Strong computer and keyboarding skills and Microsoft Office experience.
• Excellent interpersonal skills.
• Ability to multi-task with a high degree of organizational skills.
• Excellent written and oral communication skills.
• Ability to exercise good judgment.
• Ability to maintain a strict degree of confidentiality.
• Ability to take independent action to make sound decisions.
• Ability to work effectively with people at all levels.