Executive Assistant​/Meeting Planner​/Receptionist

The Executive Assistant/ Meeting Planner (EA/MP) position is located in our Cincinnati office location and is an on-site position.

Provides Executive support and client support. Supports Managing Directors (MD) and his/her respective teams by providing high level administrative assistance. Plans and coordinates meetings, conferences, and travel for assigned MDs. Manages schedules through communication with clients, prospects and advisors regarding upcoming meetings using Microsoft Office and Salesforce. Compiles expense/mileage reports for assigned MDs. Provides prompt and friendly service to Oxford guests and associates by answering and directing phone calls, greeting and assisting guests and assisting with catering meetings.

Promotes positive professional image for Oxford.

• Initiates/receives communication to/from prospects, clients, advisors
• Prioritizes/schedules meeting requests
• Reschedules meetings
• Organizes/coordinates multiple calendars
• Posts meetings following standard operating procedures
• Performs problem solving

• Oversees the production of appointment confirmations for meetings scheduled
• Issues prompt, thorough voice mails and emails to client service associates

• Makes airline/hotel reservations through travel agent and other vendors
• Arranges ground transportation
• Maintains Managing Directors’ frequent flyer memberships and other travel memberships
• Compiles itineraries
• Confirms conference registrations and arranges travel to/from conference
• Coordinates out-of-state client/advisor/prospect visits (i.e., Florida: Several clients on east/west coasts)

• Maintains documentation of daily activities
• Updates Salesforce with new/updated information
• Synchs meetings from Outlook to the Salesforce

• Prepares and submits expense reports in Concur on behalf of MD
• Prepares and submits mileage reports on behalf of MD

• Answers and directs incoming calls within two-three rings
• Greets and assists clients and visitors in a friendly and professional manner
• Promptly informs associates when appointments arrive
• Monitors ‘wait’ time and handles appropriately
• Accepts deliveries and courier packages and notifies associates of deliveries

• Schedules conference rooms for all client, advisor and internal meetings
• Coordinates catering
• Cleans and services conference rooms
• Maintains neatness of lobby area
• Monitors conference room flow and makes needed adjustments to conference room schedule
• Maintains supplies in all conference rooms, printer/copier room, supplies closet and requests replenishment as needed.

• Attends monthly team meetings
• Attends one-on-one meetings with manager
• Performs miscellaneous team projects (i.e. back-up support of team members, recurring procedures review and update)

• Coordinates client meeting preparation and follow up
• Utilizes Electronic/web based workflow process for meeting preparation.
• Coordinates with Managing Director, Client Service team and other departments to initiate, prepare and collect meeting deliverables as needed.
• Prepares, prints and binds reports and deliverables
• Prepares, files and distributes follow up communication
• Scans and saves appropriate client documents in document management system
• Communicates with prospects and clients as necessary
• Uses the client portal to upload and retrieve client documents
• Enters delegations and ticklers as assigned by Managing Director or Client Service Team
• Assists in obtaining client information from external advisors (tax returns, legal documents) and saves appropriately
• Manages client and prospect data in Salesforce
• Handles manager terminations as directed by Oxford Investment Fellows (OIF)

• Assists Managing Director in Business Development and Onboarding Activities
• Conducts web based research on prospect clients and institutions as requested
• Pulls brochures, bios and other materials as requested
• Coordinates collateral, other materials and emails on behalf of the Managing Directors to advisors and prospects.
• Works with…