Private Wealth Executive Assistant (San Francisco)
About the position Citizens Private Wealth, located in San Francisco, CA, is hiring a proactive and detail-oriented Private Wealth Executive Assistant to directly support a Managing Director, Wealth Manager. This role will be an integral member of the team, executing the strategies and operational activities related to growing the business. Directly supporting the Wealth Manager, the incumbent will have the ability to work independently and cross-collaboratively to manage multiple projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This includes scheduling of appointments and coordinating travel, preparation of external/internal correspondence, visitor screening, coordination of meetings and receptions, preparation of presentation materials and meeting agendas, office maintenance and ordering of supplies, expense reports, and complex inbox/calendar management. May assist in arranging client meetings/events (both on-site or off-site) as needed. Responsibilities • Provide day-to-day support to the Private Wealth Manager, including expense management, travel coordination, scheduling, managing calendars and technology assistance. • Monitor and respond to phone calls, emails, and other correspondence with professionalism and confidentiality. • Support team members as needed to meet business deliverables. • Build and document repeatable processes for tasks performed by the Private Wealth Manager and create/maintain templates for standard client communications. • Prepare meeting agendas, take notes, track action items, and follow up as appropriate. • Assist in preparing client presentations, reports, meeting materials and assist with special projects. • Order and manage office supplies and equipment inventory and perform routine office tasks such as filing, data entry, photocopying, and organizing materials. Requirements • Previous administrative support experience of a senior executive required – 2+ years minimum (calendar management, email, travel, expense reports, etc.) • Strong written and verbal communication skills within a sophisticated/high profile client service environment required • Competent with Technology & Systems such as SharePoint, Excel, PowerPoint, Concur (or similar software) and 3+ years’ experience in MS Office (Outlook/Teams) • Attention to detail and effective time management, problem solving, organizing and prioritizing skills, required • Ideal candidate maintains a positive attitude in an environment with quickly changing priorities • Work effectively as part of a team in a fast-paced environment Benefits • Citizens offers competitive pay, comprehensive medical, dental and vision coverage, retirement benefits, maternity/paternity leave, flexible work arrangements, education reimbursement, wellness programs and more. • Citizens’ paid time off policy exceeds the mandatory, paid sick or paid time-away policy of very local and state jurisdiction in the United States. Apply tot his job