Executive Assistant

Overview

Provides quality administrative support in a timely and efficient manner to the President of Fort Washington Investment Advisors (FWIA). Works with some supervision and is responsible to make a minimal range of decisions, elevate to manager when appropriate and update manager on a regular basis.

What you will do:

• 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 prepared.
• 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.

• High School Diploma / GED – Required
• Extensive experience serving as an administrative assistant or executive secretary to senior‑level management. Experience must include supporting multiple principals 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
• Demo…