Moneta Group

Executive Assistant

Job Summary

Moneta Client Service Team seeks an energetic and enthusiastic Executive Assistant to support the team’s Partners and members.  The Executive Assistant is a critical member of the Client Service Team who will provide exceptional service in all interactions throughout the team and anticipate the growing needs of the role.  A candidate who is proactive, enthusiastic, and detail-oriented will make an excellent match for this role.  In this role, the Executive Assistant will be responsible for anticipating and understanding the Partners’ needs, and following through on all items needing attention.  An Executive Assistant with strong initiative and a positive attitude will make a large impact on this Client Service Team and Moneta as a whole. 

 

Moneta is an Independent Registered Investment Advisor (RIA) wholly focused on going further for our clients.  We are one firm with many solutions, providing a full spectrum of financial advisory services, building relationships and providing exceptional service to our clients around the globe.

Duties & Responsibilities

The Executive Assistant functions as administrative support to the Partners and team. The list of responsibilities below is not meant to be all inclusive, but a list of typical types of responsibilities that can be modified and expanded periodically.

 

Duties and Responsibilities for Partners

  • Compiles and prioritizes Partner’s daily calendar including activities, calls, meetings
  • and other items needing attention
  • Manage Partner’s calendars and facilitate scheduling as much as
  • Reply to meeting requests and add them to the
  • Identify when a partner is overscheduled and drive action
  • Identify time for business development
  • Schedule consistent meetings with Moneta Partners, Advisors or Department Heads and one team member lunch per month for each KMB Partner
  • Manage professional emails & voicemails of each Partner to ensure timely response. Develop a process with each Partner to ensure effective management of their email and voicemail
  • Write letters, thank you notes, emails and other correspondence either from Partner dictation or self-driven
  • Help Partners stay focused on their responsibilities by taking a proactive approach; “I can get that done for you” or “A team member should be doing that task not you”
  • Handle high level personal items (example, wiring funds)
  • Track CE and licenses of Partners and report on the status of CE and licenses
  • Manage team Visa charges
  • Coordinate travel/conference activity

Duties and Responsibilities for the Team

  • Coordination of team meetings (i.e. Monday morning, quarterly, annual strategic planning)
  • Coordinate and ensure several fun/appreciation events are held for the team annually – to be initiated by the administrative team using the “Fun Budget”
  • Submission of weekly client list to reception
  • Responsible for daily lunch orders for Partners and Advisors, including billing
  • Completion of other administrative tasks and projects as needed
  • Handles confidential and non-routine information
  • Fosters an environment of open, honest and timely communication
  • Ensures the vision and core values of Moneta and KMB Team are incorporated into the execution of duties and responsibilities of the position

 

The Marketing Specialist functions as an integral and indispensable member of the Partners’ team providing advanced administrative support, primarily related to business development. This includes assisting the Partners with creative ideas to plan and organize events and marketing campaigns.

 

Duties and Responsibilities

  • Under supervision of the Partner organize and track the business
  • Organize and manage prospects information in the firms
  • Develops in depth knowledge of CRM to efficiently manage data and
  • Produce reports needed to illustrate business development
  • Takes initiative to manage the Principals time and calendar in order to insure they have sufficient time for business
  • Writes letters, thank you notes, and other client communication on a variety of issues.
  • Coordinate the distribution of bulk email.
  • Coordinate sponsorship, ads charity activity and
  • Meet with Partners every other week on business development activity to ensure tasks are
  • Takes initiative to manage the Partners time and calendar in order to insure they have sufficient time for business
  • Anticipates actions need to be made and exercises good judgment
  • Handles confidential and non-routine information
  • Manages projects for the team that encompass a wide variety of
  • Completes other administrative tasks/projects as needed
  • Fosters an environment of open, honest and timely communication
  • Ensures the vision and core values of Moneta Group are incorporated into the duties and responsibilities of the
  • Strategize with Partners on how to be more effective with prospect “touches”
  • Prepares Partners and Advisors for prospect meetings, including coordination of meeting and gathering of necessary meeting materials
  • Plan and implement communication pieces to clients and prospects, including coordination of all team bulk mailings
  • Plan and implement client events
  • Coordination of client gifts and team donations
  • Assist with marketing and educational materials, professional bios, website content and other communication

Qualifications

Bachelor’s Degree preferred

  • Proficient in Microsoft Office applications
  • Ability to handle multiple tasks with little to no supervision
  • Ability to work independently in ambiguous situations
  • Must be organized and detail oriented
  • Excellent writing skills
  • Demonstrates flexibility
  • Work experience that demonstrates interpersonal and teamwork skills
  • Professional attitude, demeanor and appearance

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