Executive Assistant

We are seeking a highly organized, self-motivated, and detail-oriented Executive Assistant to support our operations and client service teams. This position plays an important role in coordinating administrative processes, communicating with clients and third parties, maintaining accurate documentation, and ensuring that tasks move efficiently between internal teams.

The ideal candidate is comfortable managing multiple priorities, following established processes, communicating professionally with a variety of stakeholders, and taking ownership of assignments from start to finish.

Key Responsibilities

Administrative & Operational Support

• Monitor and manage a team email inbox, ensuring requests are appropriately assigned, tracked, and resolved.
• Onboard clients ensuring the proper communication among internal teams and the new client.
• Maintain accurate and up-to-date records in company systems.
• Track outstanding tasks, documents, and approvals to ensure deadlines are met.
• Prepare, organize, and distribute financial and operational reports.

Client & Third-Party Communication

• Serve as a point of contact for clients regarding administrative and operational matters.
• Communicate with internal departments to research questions and obtain needed information.
• Follow up with internal teams to resolve outstanding client requests.
• Communicate with banks, regulators, vendors, and other third parties to gather information and complete required processes.
• Maintain professional and responsive communication with clients and business partners.

Regulatory Support

• Coordinate with regulatory agencies and other third parties to obtain required approvals and documentation.
• Prepare and maintain compliance documentation.
• Monitor required documentation for both new and existing clients.
• Track regulatory and administrative requirements to ensure items are completed on a timely basis.
• Assist with maintaining organized corporate and compliance records.

Qualifications

• 2 years of administrative, operations, customer service, or similar professional experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office, particularly Excel, Outlook, Word, and Teams.
• Proficiency in Adobe products is preferred.
• Ability to learn new software systems and business processes quickly.
• Strong problem-solving skills and the ability to independently track down answers.
• Professional demeanor when communicating with clients, regulators, financial institutions, and other third parties.
• Ability to handle confidential business and financial information appropriately.

The Ideal Candidate

The successful candidate will be someone who:

• Is self-motivated and does not need to be constantly directed.
• Takes ownership of tasks and follows them through to completion.
• Is naturally organized and enjoys keeping things on track.
• Is comfortable asking questions and tracking down answers when information is not readily available.
• Can communicate effectively with people at different levels of an orgainzation.
• Pays close attention to details and catches errors before they become problems.
• Can balance routine administrative responsibilities with unexpected requests and changing priorities.
• Is comfortable working independently while also being a strong team player.

Ascent Administration Services is a growing company that values a positive, collaborative work environment and is committed to fostering a healthy, friendly team atmosphere where employees feel supported, respected, and valued.