What are the responsibilities and job description for the Executive Assistant to Client Service position at Altair Advisers?
About Us: Altair Advisers is an independent wealth advisory firm providing investment management, financial planning and client education services. We counsel a select group of individuals, families, foundations and endowments. As a fiduciary, we serve as an advocate for our clients, providing objective advice and comprehensive guidance across all aspects of our clients’ financial lives.
Position Summary: The Executive Assistant to Client Service provides dedicated, high-level administrative and strategic support to the Managing Directors on Altair’s Client Service team. This role plays a critical part in ensuring the Managing Directors are able to operate efficiently and remain focused on delivering exceptional service to clients. Responsibilities include complex calendar management, meeting and travel coordination, expense reporting, and handling confidential administrative matters with professionalism and discretion.
The ideal candidate is proactive, highly organized, and polished, with strong judgment and executive presence. This individual anticipates needs, manages competing priorities with discretion, and delivers exceptional service to both internal colleagues and external clients. Altair values collaboration, professionalism, and a client-first mindset. This role is well suited to someone who enjoys working in a high-performing team environment supporting senior leaders.
Responsibilities
- Provide support to a small group of Client Service Managing Directors with flexibility to extend support as business needs evolve
- Manage complex and dynamic calendars, including scheduling internal and external meetings
- Coordinate detailed travel arrangements, including comprehensive itineraries and logistics
- Prepare and submit monthly expense reports through Concur in a timely and accurate manner
- Monitor and manage executives’ priorities, ensuring deadlines, follow-ups, and action items are tracked and completed
- Serve as a primary point of contact and gatekeeper for Managing Directors, managing inbound meeting requests and coordinating scheduling priorities
- Monitor and help manage executive inboxes as needed, prioritizing urgent communications and ensuring timely follow-up
- Coordinate internal and external client meetings, including scheduling, conference room reservations, virtual meeting logistics, and catering arrangements
- Prepare meeting materials, agendas, briefing documents, and follow-up communications
- Support client engagement efforts by maintaining accurate client information in Altair’s CRM system, Practifi
- Draft, edit, and format correspondence, presentations, and executive communications on behalf of Managing Directors
- Ensure communications are polished, accurate, and aligned with Altair’s brand and standards
- Maintain well-organized digital documentation and records to support efficient executive operations. Coordinate special projects requiring research, data gathering, and cross-functional collaboration
- Provide light technical troubleshooting support for meetings, including resolving common conference room or virtual meeting technology issues
- Provide administrative support related to professional designation requirements, including tracking and coordinating continuing education obligations
- Assist with departmental initiatives and workflow improvements
- Anticipate administrative needs and proactively address issues before they arise
- Handle sensitive and confidential information with the highest level of discretion and professionalism
- Partner with Managing Directors to proactively manage priorities, anticipate needs, and optimize daily workflow
Qualifications
- 5-10 years of experience supporting senior executives, preferably within financial services or a professional services environment
- Service-oriented with a positive, professional demeanor. Experience in client-facing or professional services environments, a plus
- Demonstrated experience managing complex calendars and travel arrangements
- Strong proficiency in Microsoft Office Suite; experience with Concur and CRM systems preferred
- Exceptional organizational skills with strong attention to detail
- High level of professionalism, discretion, and executive presence
- Excellent written and verbal communication skills
- Ability to manage multiple priorities in a fast-paced environment with sound judgment
- Exceptional judgment and ability to anticipate executive needs
- Experience supporting multiple senior leaders
To learn more about Altair and apply for this position, please visit altairadvisers.com.
Salary : $80,000 - $100,000