Executive Assistant

Job Description
Company: Simon Quick Advisors
Position: Executive Assistant (Hybrid, 3 days in office)
Location: Morristown, NJ
Compensation: Starting at 100,000

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Company Description
Simon Quick Advisors is an independent, employee-owned RIA that offers holistic financial planning solutions for affluent families, business owners and executives. We offer sophisticated strategies built around individual needs, preferences, risk tolerances, objectives, and tax considerations.

Our purpose is to give our clients and our team the freedom to pursue what matters. We give our clients the peace of mind in knowing that they have a trusted partner in Simon Quick. This allows them to focus more of their attention on their careers, relationships, and hobbies. Similarly, we exist to serve our employees. We seek to provide our team with fulfilling careers, significant growth opportunities, and a best-in-class employee experience, ultimately giving them the same sense of freedom.

Mission of the Position
The Executive Assistant will provide high-level support to the Managing Partner / Head of the Client Team and the Client Advisory Leadership Team (CALT), allowing them to focus on strategic priorities by efficiently managing schedules, communications, and daily operations. The role ensures seamless office operations, handles confidential matters, coordinates meetings and travel, and acts as a liaison between executives and stakeholders, contributing to the overall effectiveness and success of the organization.

Top Accountabilities

• Manage the Managing Partner / Head of the Client Team schedule, maintain ever-changing calendar - including vetting and prioritizing meeting requests and coordinating conference calls, interviews, and meetings.
• Manage and coordinate complex travel arrangements for both the Managing Partner / Head of the Client Team and CALT, ensuring seamless and efficient travel experience. This includes handling all logistics, anticipating challenges, and providing proactive support.
• Submit accurate and timely expense reports on behalf of the Managing Partner / Head of the Client Team and CALT, ensuring compliance with company policies and maximizing efficiency. This includes collecting, organizing, and reconciling receipts, invoices, and credit card statements to ensure all expenses are properly documented.
• Responsible for the seamless planning and execution of events, including offsites, workshops, and high-priority meetings. This includes managing all logistical aspects, coordinating stakeholders, and ensuring each event aligns with business objectives.
• Frequently compose and finalize complex correspondence, reports, and other format documents, using experience and judgment to decide what should be included.
• Develop and maintain strong relationships with key contacts of various levels both internal and external.
• Support the Family Office team with a variety of administrative tasks, including scheduling, document management, client correspondence, and coordination of family and entity-related projects.
• Manage a high volume of internal and external requests, including answering inquiries, resolving issues, and completing projects.

Other Duties & Responsibilities

• Support the planning and execution of company events or meetings, including logistics and materials.
• Provides back-up support for general administrative functions, including EA cross coverage, front-desk coverage, and other needs as they arise.
• Supports the Managing Partner / Head of the Client Team with Salesforce tasks and related data management.
• Demonstrates a high level of comfort with technology, quickly learning and navigating various systems, software, and digital tools with ease.
• Able to manage calendars, create reports, and handle data across multiple platforms with accuracy and efficiency. Proactively seeks out and adopts new technologies to improve workflows and enhance productivity.
• Provide additional administrative support for CALT, assisting with correspondence, document preparation, and general office coordination as needed.
• Handle confidential information with discretion and professionalism.
• Identify and implement technology or processes to enhance executive efficiency.

Key Criteria/Requirements

• Bachelor’s degree or equivalent experience.
• 5+ years of experience in an executive support or office management role.
• Proficient in Microsoft Office Suite, collaboration platforms (e.g., Slack, Microsoft Teams), and project management tools (e.g., Asana, Trello).

Key Competencies

• Active Listening: The ability to fully concentrate, understand, respond, and remember what is being said, while giving the speaker your undivided attention and feedback.
• Adaptability and Ability to Learn: The ability to adjust to new conditions, challenges, or changes in the environment, demonstrating flexibility and a willingness to learn and grow.
• Attention to Detail: The ability to focus on the specifics of a task, ensuring accuracy, completeness, and high quality in all aspects of work.
• Forming Judgment: The ability to analyze information, consider various perspectives, and make informed, objective decisions based on available data, experience, and insight.
• Interpersonal Skills: The ability to communicate, interact, and build relationships effectively with others, demonstrating empathy, respect, and understanding in various social and professional situations.
• Planning & Organizing: The ability to set goals, prioritize tasks, and efficiently allocate resources and time to achieve objectives, ensuring smooth and effective execution of plans.
• Problem Analysis: The ability to identify key issues, break down complex problems into manageable components, and analyze data or situations to develop logical, effective solutions.
• Process Management: The ability to design, implement, and optimize workflows and systems to ensure efficiency, consistency, and continuous improvement in business operations.
• Professionalism: The ability to demonstrate a high standard of conduct, responsibility, and ethics in the workplace, maintaining respect, integrity, and accountability in all interactions and tasks.
• Time Management: The ability to prioritize tasks, allocate time efficiently, and meet deadlines while maintaining productivity and minimizing stress.
• Technical Proficiency & Adaptability: Demonstrates a high level of comfort with technology, quickly learning and navigating various systems, software, and digital tools with ease. Seeks out and adopts new technologies to improve workflows and enhance productivity.

Physical Requirements

• Must be able to remain in a stationary position 50% of the time.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

Disclaimer: This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the Employer.

Simon Quick Advisors, LLC is an Equal Opportunity Employer and we do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.