Position Summary:

 Provides Executive support and client support. Supports Managing Directors (MD) and his/her respective teams by providing high level administrative assistance. Promotes a positive and professional image for the firm.

Duties & Responsibilities:

Client Support

• Coordinates client meeting preparation and follow up
  • Utilizes Electronic/web based workflow process for meeting preparation.
  • Coordinates with Managing Director, Client Service team and other departments to initiate, prepare and collect meeting deliverables as needed.
  • Prepares, prints and binds reports and deliverables
  • Prepares, files and distributes follow up communication
  • Scans and saves appropriate client documents in document management system
• Communicates with prospects and clients as necessary
• Uses the client portal to upload and retrieve client documents
• Enters delegations and ticklers as assigned by Managing Director or Client Service Team
• Assists in obtaining client information from external advisors (tax returns, legal documents) and saves appropriately
• Manages client and prospect data in Salesforce
• Handles manager terminations as directed by Oxford Investment Fellows (OIF)

Business Development and Onboarding Support

• Assists Managing Director in Business Development and Onboarding Activities
  • Conducts web based research on prospect clients and institutions as requested
  • Pulls brochures, bios and other materials as requested
  • Coordinates collateral, other materials and emails on behalf of the Managing Directors to advisors and prospects.
  • Works with Managing Director and team to enter prospect data and requests for discussion guides, proposals, advisory agreements and other deliverables as appropriate
  • Assists with follow up communications.

Executive, Managing Director and Client Service Administrative Support

• Maintains timely update of all contacts in multiple applications for Managing Director for immediate communication and follow up.
• Manages all Managing Director request and preferences according to Oxford policy and procedures.
• Assists in the preparation and delivery of thank you cards or other follow up communications

Performs other duties

• Scans, copies, prints and faxes documents
• Uses, organizes and maintains electronic filing system
• Prepares mailings (USPS, Priority and FedEx)
• Assists with general phone inquiries and handles or directs as appropriate
• Ensures distribution of any internal and external materials
• Provides reception coverage when needed
• Support and assists other team members in times of need
• Participates in team meetings and training classes
• Completes other assigned duties as needed 

Qualifications:

• Associate Degree in a business-related field or equivalent experience
• A minimum of five years administrative experience
• Excellent computer skills in Microsoft Word, Excel, PowerPoint and Outlook
• Ability to learn and navigate custom systems – Salesforce, Laserfiche, Tamarac, etc.
• Ability to master basic office equipment
• Must have a professional demeanor with the utmost respect for confidential matters
• Must be able to work independently and in a team environment
• Must have excellent written and verbal communication skills with strong interpersonal skills
• Must be detail oriented with excellent organizational skills
• Must have ability to multi-task
• Must have ability to work in a high stress, fast paced environment
• Must have strong work ethic with a positive attitude

Working Conditions:

• Long periods of sitting and utilizing a computer
• Some travel as business necessitates 
• On site daily