Asset & Wealth Management, Private Wealth, Administrative Assistant, San Francisco

 Job Summary & Responsibilities: 

• Provides dedicated administrative support to Top Private Wealth Advisors within the growing San Francisco Region of Private Wealth Management Philadelphia in a dynamic and fast-paced team environment


• Maintains complex and extremely detailed calendars, including senior-level internal/external meetings and conference calls; prioritizes meeting requests and coordinates related logistics (including conference rooms, conferencing, and catering as needed).


• Handles highly confidential and sensitive client information with the utmost discretion. 


• Manages a high volume of phone calls and interacts with high-level business leaders and clients in a professional and effective manner. 


• Coordinates logistics for PWM client calls & meetings, including scheduling, materials preparation, and day-of support.


• Coordinates a high volume of domestic and international travel arrangements, including visa procurement; processes expense reports accordingly and in a timely manner. 


• Prepares and distributes correspondence, agendas, letters, reports or other documents as requested. 


• Supports the onboarding of new hires with the Business Unit Manager across the region.


• Supports general office administrative duties (ticket distribution, copying, filing, faxing, archiving, supplies, etc), ad-hoc projects, facilities management and/or event planning as requested. 


• Organizes and ships materials to clients as needed; tracks delivery and confirms receipt when appropriate.


• Partners with conference, catering, and other event vendors to support client engagements as needed.


• Maintains understanding of firm policies and can handle certain issues independently.

Qualifications: 

• Experience supporting high level executive(s) in a complex environment, preferably in financial services, private sector or government.


• Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information. 


• Requires excellent interpersonal and communication skills (written & verbal), with a consistently professional presence.


• Extreme attention to detail and organizational skills, with ability to prioritize tasks. 


• Quick learner and self-starter who anticipates needs and plans ahead.


• Proactive problem solver and independent thinker with strong follow-through; appropriately escalates and closes loops as needed.


• Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment. 


• Highest degree of integrity, professionalism, and diplomacy is required. 


• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required. 


• Familiar with expense platforms such as SAP Concur


• Supportive team player with a positive attitude.


• Ideal candidate has at least 5+ years of experience. 

Candidate must be located onsite in the San Francisco office as this role is fully onsite.