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Bessemer Trust · 5 hours ago

Executive Assistant

West Palm Beach, FL

Full-time

Hybrid

Mid Level

3+ years exp

Bessemer Trust is a family office overseeing more than $200 billion in assets for high-net-worth individuals and families. The Executive Assistant will provide administrative support to the Client Advisory Team, managing client communications, scheduling, and various financial transactions.

Financial ServicesWealth Management

Responsibilities

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

Compile information and organize CA Team's responses to Compliance and Audit-related requests

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

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