Executive Administrative Assistant Job Frisco area,Texas USA,Administrative/Clerical

Summary/Objective

Reporting to the Chief People Officer (CPO) and indirectly to the Chief Operations Officer (COO), Chief Compliance Officer (CCO), and IT Director, the Executive Administrative Assistant is responsible for providing top-level administrative support to the C-Suite.

Essential Functions

Administrative Support

Manage executives' calendars, including scheduling meetings, appointments, and events.

Prepare and edit professional documents, reports, and presentations.

Handle incoming and outgoing correspondence, emails, and phone calls on behalf of executives.

Maintain an organized filing system (both digital and physical) for easy access to important documents.

Communication and Liaison

Act as the primary point of contact between executives and internal/external stakeholders.

Draft emails, memos, and other communications.

Ensure timely and professional responses to inquiries and requests.

Represent executives in meetings or events when necessary.

Meeting Coordination

Schedule and organize meetings, including preparing agendas and materials.

Take detailed meeting minutes and distribute them to relevant parties.

Track action items and ensure deadlines are met.

Set up virtual meetings via platforms such as Zoom or Microsoft Teams.

Project and Task Management

Assist with planning and coordinating special projects or company initiatives.

Track progress on projects and provide updates to executives.

Conduct research and compile data to support decision-making processes.

Manage deadlines and prioritize tasks to ensure efficient workflow.

Office and Team Support

Coordinate with other departments to address executive needs.

Assist with the planning and execution of team events, retreats, or offsite meetings.

Confidentiality and Professionalism

Handle sensitive and confidential information with discretion.

Maintain a high level of professionalism in all interactions.

Problem-Solving and Proactive Support

Anticipate executives' needs and proactively address issues before they arise.

Identify and resolve administrative challenges to ensure smooth operations.

Adapt to changing priorities and provide solutions in a fast-paced environment.

Relationship Building

Build and maintain strong relationships with internal teams and external partners.

Foster a positive and collaborative work environment.

Act as a trusted partner to executives, ensuring their goals and priorities are supported.

Responsibilities & Duties

Operations/Finance

Proactively monitor the office for cleaning and maintenance needs; serves as the point of contact if cleaning/repairs are needed.

Fill in at the receptionist desk 1 day per week and/or when they are out of office.

Serve as the primary point of contact for the receptionist and facilities coordinators.

Assist with tracking progress of major Finance/Ops projects and deadlines.

Assist the COO with scheduling and organizing committee meetings and calls.

Work with Building Management as needed for facility needs.

Serve as the Fed Ex Account Administrator.

Compliance

Assist CCO with scheduling of meetings, calls, follow-up communications, and/or internal reminders.

Set-up CWA New Hires considered to be “Access Persons” under the Securities and Exchange Commission (“SEC”) definition in the regulatory and disclosure reporting platform, i.e. SmartRIA.

Provide initial instructions and the template Form U4 to CWA associates seeking to become Investment Adviser Representatives (“IAR”).

Periodically assist with reviews of archived communications on the Smarsh Archiving platform tagged by the Smarsh platform as “Further Review”, and escalate communications deemed as a possible policy violation to the CCO for final review.

Retrieve completed Compliance forms from Human Resource database for New Hires in a non-Access Persons role, and retain the completed forms in the Compliance files.

May act as a Compliance liaison regarding certain, high-level information to the CWA Contract Inventory and associated services, and escalate specific inquiries to the CCO.

Perform special ad hoc projects, such as verification of Social Media attestations with Smarsh Linked In connections, annual verifications of IAR information in Forms U4 and ADV Part 2B,…