Executive Assistant

At Bessemer, the Executive Assistant will provide seamless administrative support to the Client Advisory (CA) Team which consists of an Associate Client Advisor (ACA), Client Advisor (CA), and Senior Client Advisor (SCA).  The specific duties include:

• Point person with respect to client cash transactions and bill payment requests (i.e., wires, ACHs, internal account journals); requires frequent client communication via email and phone, transaction processing via internal banking systems, and coordination of inter-departmental approvals
• Optimum screening of incoming communications and routing for timely action and follow-up.
• Professional communication with both internal and external contacts, including significant prospect and client relationships.
• Compose well-proofed written and email correspondence, which may require the use of financial vocabulary and broad knowledge of the firm’s operations, systems, and employees.
• When appropriate collaborate with the ACAs to create presentation books for clients and prospects.
• Comprehensive organization of meetings and luncheons as needed; coordinate scheduling for internal attendees and manage calendar invitations for the CA team.
• Establish effective working relationships with colleagues and external contacts; may be required to provide flexible support to other CA Teams as directed.
• Provide direct and pro-active administrative support to all members of the CA Team; primary support for Associate Client Advisors with respect to all cash management and bill payment functions.
• Update all contact information, send mass mailings, create ticklers, log calls, and create activities in Salesforce.
• Responsible for maintaining current Salesforce client records for the CA Team and managing external client mail merges, event invitations, and Salesforce reports.
• Bookkeeping/accounting work for various transactions with clients, as directed by the CA team.
• Process expense reports and book travel for all members of the CA Team.
• Assist with physical client mailings, including preparing and sending documents via FedEx or other courier services, ensuring timely and secure delivery
• Compile information and organize CA Team’s responses to Compliance and Audit-related requests.

• Assist (the Office Manager) with restocking kitchen supplies and ordering general office materials, including liaising with vendors as needed to ensure timely and accurate deliveries. We value a proactive approach and a willingness to jump in and help wherever needed. 

Client Service Responsibilities (as directed by the CA Team):

• Handle routine communication with clients and their advisors via telephone, email and fax.
• Document written and verbal communication with clients and their advisors in Salesforce.
• Assist the client advisory team with preparing charts and materials for client and prospect meeting presentations using Excel, Word, PowerPoint and internal applications as needed.
• Pull basic information from Bessemer systems (ATLAS) to update spreadsheets for clients.
• File correspondence and other documents in internal databases.
• Create documentation of client correspondence for tracking purposes.

Account Administration Responsibilities (as directed by the CA Team):

• Work with Client Administration Support (CAS) to open accounts and coordinate with outside agents the transfer of assets to Bessemer.
• Perform cash management functions using Workflow and Atlas in accordance with established account procedures and applicable fiduciary laws and policies.
• Process client remittances.
• Work with the client’s CPA to assist in gathering tax information and cutting tax checks when applicable.
• Anticipate when an overdraft can occur and prevent it by bringing the information to the team’s attention.
• Supervise and pay client bill payments.

Qualifications:

• Bachelor’s Degree Required.
• 3+ years of experience as an administrative assistant, preferably within a bank supporting a team.
• Ability to work well in a team environment.