Executive Assistant

Position Overview :

We are seeking a highly organized and detail-oriented Executive Assistant to support senior leadership at Pettinelli Financial Partners. In this role, you will provide comprehensive administrative support to the President, ensuring smooth day-to-day operations and enhancing the efficiency of our financial services. You will work closely with the President to manage and monitor projects through to completion, assist with planning client and employee events, and oversee the preparation for meetings with both employees and clients. This position requires exceptional organizational, communication, and time management skills, along with the ability to handle sensitive and confidential information.

Duties & Responsibilities

• Help coordinate internal and external projects, ensuring deadlines and objectives are met.
• Track the status of ongoing projects and provide updates to the leadership team members
• Assist in the organization of client events, meetings, seminars, and webinars.
• Handle logistics such as venue booking, catering arrangements, and attendee communications.
• Manage the calendar; set appointments and meetings for the President.
• Prepare necessary reports for President's meetings to ensure use of time is productive
• Confirm appointments via email and / or phone.
• Prepare agendas, gather necessary materials, and facilitate smooth meeting flow.
• Compose and edit emails, letters, and presentations on behalf of the President, ensuring accuracy and professionalism.
• Organize, file, and retrieve important documents, reports, and presentations; maintain organization of President's desk and files.
• Maintain and update the President's contact list.
• Scan / file client correspondence, statements, paperwork, etc. and save to their respective folders.
• Make occasional travel arrangements and create custom itineraries for each trip.
• Schedule lunch and dinner reservations as needed.
• Utilize CRM and Project Management software applications to perform various functions, such as submitting / assigning tasks, running reports, etc.
• Ability to handle sensitive information with utmost discretion.
• Effectively work with other Senior Management Team members, as well as all other firm professionals and staff, to successfully advance the goals / objectives of the firm.
• Initiate and oversee major firm projects and assign responsibilities for management / implementation as needed.
• Bachelor's degree or related experience.
• 3 years of experience as an executive assistant.
• 1 year of experience in financial services industry (preferred).
• Proficiency in Microsoft Office (required); experience with CRM and document management software (preferred).
• Experience using project management software or other task management system.
• Ability to learn and master new technology tools and use effectively

Other Skills & Experience