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Western & Southern Financial Group · 1 day ago

Executive Assistant

Cincinnati, OH

Full-time

Onsite

Mid Level

Western & Southern Financial Group is a financial services company seeking an Executive Assistant to provide administrative support to the President of Fort Washington Investment Advisors. The role involves managing schedules, coordinating travel, and ensuring smooth operations within the office while handling confidential information and assisting with various events.

Financial ServicesHealth InsuranceInsurance

Responsibilities

Provides administrative assistance to the President of FWIA, including preparing memos, presentations, meeting and conference room coordination. Monitors in/out boxes of senior management, as well as fax machines, and distributes material as necessary

Keeps electronic daily appointment calendars, including confirming meeting logistics and performing research on potential clients to ensure President and others are well prepareed

Coordinates travel arrangements and prepares expense reports in a timely and accurate manner

Maintains all keys for FWIA. Ensures keys are kept in a secure location with restricted access

Coordinates FWIA holiday party, special occasions for employees and other events as requested

Updates FWIA contact and phone lists and maintains and updates President's extensive contact list for holiday cards, etc

Handles all company newspaper and magazine subscriptions, including paying bills

Updates organization charts on at least a quarterly basis

Maintains company credit cards for all appropriate FWIA personnel

Coordinates bi-weekly management team meetings and other senior management meetings as required

Ensures Executive Committee items are submitted in a timely manner

Coordinates all FWIA internal office moves for all FWIA offices

Communicates to all FWIA associates regarding company events and other appropriate associate-related announcements. Handles circulation of cards and/or donations as appropriate

Acts as the second point of contact in the absence of other Executive Assistants. Learns functions and serves as backup to the Executive Assistant supporting the Chief Investment Officer and Executive Assistant supporting other Executive areas

Handles business recovery and inclement weather voicemail communications as a back-up to the Compliance Surveillance and Monitoring Specialist

Greets guests and communicates with the parking garage when Executive Assistant at front desk is unavailable

Coordinates multiple conference room schedules as necessary and when other assistants are unavailable. Orders lunch/refreshments for meetings held in conference rooms on an as-needed basis. Keeps electronic daily appointment calendars - confirms meeting logistics. This includes the numerous and significant meetings hosted at FWIA for the Chairman, President & CEO of Western & Southern Financial Group

Coordinates all HR documentation for the President of FWIA (performance reviews, etc.)

Handles any facility issues for all FWIA floors and remote offices. Ensures kitchen is tidy, organized and stocked

Handles subscription and check requests as needed

Performs other duties as assigned

Complies with all policies and standards

Qualification

Administrative supportProject coordinationConfidential information handlingProficient in office softwareWritten communicationVerbal communicationFlexibilityAdaptabilityTeam collaborationDecision-making

Required

High School Diploma /GED - Required

Extensive experience serving as an administrative assistant or executive secretary to senior-level management. Experience must include supporting multiple principles where independent decision-making and self-initiative were demonstrated. - Required

Proven experience coordinating multiple projects simultaneously and completing assigned tasks accurately and on a timely basis. Must provide examples from work experience of maintaining a high degree of accuracy associated with high volumes of work and/or multiple duties. - Required

Proven experience handling administrative duties independently with the authority to act on behalf of managers, including prioritizing assignments, scheduling and canceling appointments, coordinating travel arrangements, responding to routine correspondence and requests, and proactively providing desired information to various department personnel. - Required

Demonstrated experience working and communicating cooperatively and effectively within a team environment. Must cite examples of going beyond the call of duty to assist team members in work situations. - Required

Demonstrated written and verbal communication skills with ability to convey information in a clear and concise manner. - Required

Proven experience handling confidential information and correspondence; must cite examples of previous approaches to maintaining confidentiality. - Required

Proven experience adapting and demonstrating flexibility associated with changes to policies/procedures. Must provide examples demonstrating flexibility to meet department and customer needs in work situations. - Required

Proficient in word processing, spreadsheet and presentation applications