Executive Assistant

Position Overview

Title: Executive Assistant
Reports To: President / COO
Department: Executive Operations
Compensation: Market Competitive, Commensurate with experience
Job Classification: Full-time Employee, Professional, Non-Supervisory, Exempt
Benefits: Full Total Rewards Package
Work Location: Guilford, CT 06437
Travel: Less than 10% travel is expected
Requirements: Criminal Background, Credit, Motor Vehicle Records Check
Start Date: Immediately.

Full Position Profile link:
https://proforceco.com/wp-content/uploads/2024/07/Agemy-Financial-Strategies-Executive-Assistant-Position-Profile-v1.05.pdf

Position Purpose

The Executive Assistant will be responsible for delivering a high standard of administrative support to the President including all aspects of administrative support. The Executive Assistant must have the ability to anticipate and resolve conflicts as they arise and prioritize issues.

This position requires excellent interpersonal and relationship-building skills – and must use a solutions-oriented approach to support and address the business needs of the office, including supporting other team members, and business partners as required.

IMPORTANT FOR ALL CANDIDATES

ProForce is the recruiting partner for Agemy Financial Strategies. Qualified candidates are given immediate next steps by email. Please do not call or email the Agemy offices. ProForce will work with you directly to prioritize your consideration.

About Agemy Financial Strategies

Our firm exists for the purpose of helping people achieve their personal and financial goals. Our philosophy is to deliver quality financial programs and teach principles for successful living.

We specialize in conservative retirement strategies with the goal of minimizing our client’s risk with an effective return. Our core objective is to satisfy our client’s needs… We listen.

A customized approach is used with each individual situation. There are no preconceived ideas as each person has very different needs, backgrounds, and circumstances. Being sensitive to each person’s situations, issues and concerns is a core value of our organization… We partner.

We aim to use a servant’s attitude to develop long-term relationships as we strive to treat others as we would like to be treated… We care.

Agemy’s Total Rewards, Benefits, and Perks

Agemy’s Total Rewards and Compensation program clearly demonstrates a commitment to providing support and assistance in all stages of your life. Agemy Financial Strategies is committed to supporting the health and well- being of its employees.

Agemy’s Total Rewards package for all employees in this position includes,

• Financial Benefits
• Medical, Dental, and Vision Insurance
• Basic Life Insurance and AD&D
• Voluntary Life Insurance and AD&D
• Short-Term & Long-Term Disability
• Retirement Savings Plan
• Workers’ Compensation Insurance
• Professional Growth and Development
• And More Benefits!

Financial Benefits

Competitive Wage and Salary Policy

Agemy Financial Strategies has developed policies and procedures to ensure wages and salaries are competitive and able to attract and retain the best-qualified people. Our Competitive Pay Scale is based on position and experience.

Paid Holidays

The Company provides paid time off for six (6) major holidays. Whenever one of these holidays falls on or is observed by the federal government on a Monday, Tuesday, Wednesday, Thursday, or Friday.

• New Year's Day - January 1st
• Memorial Day - the last Monday in May
• Independence Day - July 4th
• Labor Day -- the first Monday in September
• Thanksgiving - the fourth Thursday in November
• Christmas Day - December 25th

Retirement Savings Plan

A retirement plan is available after one year of employment for those permanent employees (regardless of whether they are full-time or part-time employees) who require it and who meet the criteria for participation in it.

Performance-Based Financial Incentives

Financial Performance Incentives

Occasional bonuses may be added to team members' pay, depending upon the individual member's quality of work and job performance, and upon the performance of the Company.

More Financial Incentives

At Agemy, there is no shortage of opportunities to increase income, for example,

• Random cash bonuses
• Personal incentives for productivity
• Cash bonuses for reaching goals
• Profit sharing for employees
• $100 annual tax preparation credit for team members
• Heavy discount on Will and Trust preparation for Agemy team members
• Minimal, if any, management fees on team member’s investments
• Financial bonus for referring people who become clients

Medical, Dental, and Vision Insurance Benefits

• Medical Insurance Benefits. Medical insurance will be made available for those team members who require it and who meet the criteria for its issuance. Those members should consult Andrew for details regarding availability in their particular circumstances.
• Dental Insurance Benefits. An employer-paid dental insurance plan from a nationally recognized carrier is available to all eligible employees.
• Vision Insurance Benefits. A voluntary vision insurance plan from a nationally recognized carrier is available to all eligible employees.
• Voluntary Supplemental Term Life Insurance
• Employer-paid Short-Term Disability Insurance
• Employer-paid Long-Term Disability Insurance
• Employer-paid $50,000 in Group Term Life Insurance Coverage

Work Life Balance Benefits

Personal Time Off

Personal time is allowed based on years of service and hours worked, as shown in individual contracts of employment. It may accumulate from one calendar year to the next.

Workers’ Compensation

The Company subscribes to Workers’ Compensation insurance. Employees receive information regarding the Employee Notice of Network Requirements during New Hire Orientation.

More Work Life Balance Benefits

Agemy is always looking for additional rewards and opportunities to recognize team members and incentivize health and performance, for example,

• Random bonuses of time off
• Five-year anniversary awards
• Team activities, e.g., escape room team event, team lunches, etc.

Intangible / Emotional Rewards (the really cool stuff)

Intangible rewards can only be delivered by a company and leaders who care. Intangible rewards at Woodmont Cabinetry include praise, awards, honors, recognition, inclusion, etc. We take this seriously – here is how seriously and what else you can expect:

• Healthy Leadership Team
• Strong Corporate Culture
• Performance Recognition
• Caring, Qualified Colleagues and Leaders
• Cross-training Opportunities
• Servant Leadership Management Model
• Faith-Based Culture
• Career Advancement Possibilities
• Career Stability in an Established Organization
• And Great People!!

Even More Perks…

• Celebration of team member’s birthdays with lunch and gift
• Celebration of team member’s anniversaries with lunch and gift
• Annual team Christmas party
• Free coffee, tea, hot chocolate, and ice in the office.
• An office kitchen and kitchenette is available with refrigerator, microwave, etc.
• A large team room is available for lunch, etc.
• Agemy-paid lunches when interviewing team member candidates
• And if you have some more good ideas, we want to hear them!

Whatever you do, work at it with all your heart, as working for the Lord, not for men, because you know that you will receive an inheritance from the Lord as a reward. It is the Lord Christ whom you are serving. Colossians 3:23-24

Duties and Responsibilities

The statements on this job description are intended to describe the general nature and level of work being performed by incumbents. They are not an exhaustive list of all responsibilities, duties, and skills required by all incumbents. Incumbents may perform other duties as assigned.

May be responsible for any of the following areas of responsibility in support of our client’s requirements.:

Executive Support to Chief Executive Officer (President)

• Manage, maintain, and organize the President’s calendars and meetings, coordinate travel and meeting logistics, , and handle all President’s telephone communications.
• Must be able to handle President’s matters and discussions confidentially
• Handle office and facility issues as required for the safety and health of the office staff and improvements to the office, including oversee facility improvement.
• Work in partnership with Leadership to build and foster a positive company and office culture.
• Lead administrative efforts to gather and review reports/data that allows the President to make critical, informed decisions.
• Responsible for supporting select executives (President and Vice President/CIO & Operations) on confidential matters
• Maintain appointments for select executives
• Ensure, in the President’s absence, that requests for action and information are handled in a timely and professional manner.
• Receive and entertain VIP prospects, guests, and visitors

Administrative

• Perform administrative functions such as preparing internal and external correspondence, preparing presentations
• Organization and preparation of all business and office correspondence
• Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests
• Maintain follow-up; organize files so information is readily available; prepare file directories
• Serve as needed as a backup at reception desk
• Handle logistics and prepare materials for conference calls and meetings/events
• Maintenance of office equipment, such as computer system, copier, faxes and printers
• Monitoring supply and equipment stock, determine needs, and place orders for necessary items.
• Processing and routing of all mail and other deliveries
• Organization and maintenance of all office records
• Coordination of company-related events including meetings, product shows, company events, etc.

Human Resources, Payroll and Finance

• Organize and maintain vendor and financial files, including bank statements. Make check deposits as needed.
• Work with President’s delegate in preparing for financial implementations.
• Work with President’s delegate in coordinating human resources tasks as needed.
• Human Resources support responsibilities including assisting with maintain personnel files, benefits support, and payroll reporting.
• Function as backup for internal payroll & finance preparation.

Quality and Compliance Support

• Must be an advocator of quality to support and improve the business processes.
• Work closely with management to ensure Quality KPI’s are achieved and maintained for continuous business and customer service improvements.
• Establish and maintain the Quality Management System Manual to ensure accurate information.
• Perform other special duties as requested by the Executive Team.

Marketing Support

• Serve in a support role for all Sales and Marketing initiatives/projects in business development and proposal preparation.
• Maintain follow-up on client contacts; prospective client inquiries.
• Handle responses to correspondence and publication requests.
• Participate in preparation of all proposals for prospective clients.
• Ensure proposals are completed and submitted in a timely manner.
• Support coordination of event planning.

Public Relations

• Initiate and plan PR campaigns: defining goals; analyzing problems and opportunities; liaising with management and clients (internal and external):
• Write and edit press releases, newsletters, speeches, articles, and annual reports;
• Answer inquiries from individuals, journalists, and other organizations.
• Develop and maintain good working relations with the media, including local and national newspapers, magazines, radio, and television.
• Prepare the production of publicity brochures, handouts, direct mail outs and sales material.
• Use corporate advertising to maintain an organization’s identity, name, and reputation.

Event Management

• Identify, solicit, and arrange various engagements for events and professional meetings and special events of various sizes.
• Plan for engagements, ensure President, and other speakers are available and prepared for speaking engagements.
• Conduct post speaking engagement evaluations to determine effectiveness meeting objectives and develop action plans regarding future potential of speaking engagements.
• Responsible for the maintaining promotional materials including the display booth
• Responsible for identifying and scheduling Company participation in events.
• Coordinates participation of other personnel.
• Responsible for maintaining and coordinating presentation and trade show events with all necessary Company personnel.
• Serve as liaison between event organizers, and management with regards to all facets of the programs and events.
• Assist in special projects and additional duties as assigned.

Other Key Performance Objectives

• Achievement of weekly, monthly, and quarterly goals
• Compliance with internal and client policies and procedures
• Compliance with applicable Federal, state, local and industry-specific regulatory requirements
• Complete, accurate and timely maintenance of data to support analytics and timely reporting consistent with the duties and responsibilities outlined above

Sharpen Your Saw

• Educate yourself, and “sharpen your saw”. Always getting better.
• Understand and develop technologies to streamline processes, increase ease for clients, processing accuracy and efficiency.

Personal Attributes and Characteristics

Background Clearance Requirements

• Must pass pre-employment drug test, background check (if applicable) and pass security screening as required for on-site access of customer/other logistics sites.
• Must be able to pass annual background checks and submit to random drug testing.

Education and Experience

• Associate degree or higher or work experience equivalent
• Must have at least 10 years of experience as an Executive Administrative Assistant supporting C-Level Executives or senior level administrative experience
• Must have a minimum of 5 years or more experience in developing and implementing business processes
• Extensive experience in coordinating, planning, and supporting daily operational and administrative functions

Technical Skills and Abilities

• To perform this job successfully, an individual should have an accomplished knowledge of Microsoft Office (e.g., MS Word, Excel, PowerPoint, Outlook), Access, and Microsoft Project
• Must be a quick learner of new applications, processes, and strategic business areas
• Demonstrated aptitude for statistical analysis, spreadsheet manipulation and database management
• Must be able to complete spreadsheets requiring mathematical calculations

Language and Communication Skills

• Must have strong communication skills both written and verbal
• Must have articulate, grammatically- and syntactically correct, written and verbal business-level communication capabilities.
• Must be detail oriented and the ability to proofread
• Professional presentation and speaking capabilities

Required Professional Skills

• Must be highly qualified to multi-task with good organizational skills
• Requires strong reasoning, analytical and problem-solving skills
• Must be able to understand business problems from varying perspectives
• Must have the ability to prepare presentations, trend charts, and analyze data
• Be a team player and maintain good interpersonal relationships
• Must be able to develop and manage effective business relationships
• Must be capable of leading diverse work groups
• Must be able to work independently with minimal supervision and take ownership of tasks or projects
• Must be able to handle highly confidential information on a daily basis
• Ability to function independently and rely on experience and judgment to plan and accomplish assigned tasks and goals.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Mental stamina for problem-solving and prioritizing multiple tasks.
• Ability to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.

Other Characteristics

• You are detail oriented.
• You value honesty and are truthful.
• You take the initiative.
• You are dependable and adaptable.
• You enjoy working as one of a team.
• You are an effective communicator.

Position Requirements

• At least three (3) to five (5) years of experience working with clients in a financial firm.
• Three (3) to five (5) years of experience in a fast-paced office environment.
• Licensed in insurance and Series 65 a plus, but not required.
• Financial industry background is a plus.
• Past experience as a brokerage Sales Assistant is a plus.
• CRM experience is a plus.
• Desire to learn and grow.
• Exceptional organizational, time and project management skills.
• Valid driver’s license.
• Must be able to workdays, some evenings, and some weekends for scheduled events.
• Proficient use of Microsoft Office Suite, including PowerPoint, Word, Excel, and Outlook.
• Experience using social media platforms.
• Complete support of and willing adherence to Agemy Financial Strategies, Inc. mission, vision, and core values. Applicant must hold these standards as his/her own.

The physical and mental demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical and Travel Demands

• On rare occasions, may need to move or lift light-to-medium weight articles
• While performing the duties of the job, the employee is regularly required to sit at a desk or stand for long periods of time, use a personal computer, telephone, calculator, fax machine, copy machine, overhead projector, scanner, etc.
• Travel to client locations and professional networking events (local, state, and national) is required (up to 25%), including ability to travel and work weekends as needed.
• Must maintain a valid driver’s license and have reliable transportation.

Work Environment

• An employee in this position works in both an office environment with heating and air conditioning, and on-site at client locations, in support/ execution of assigned duties and remotely in a virtual capacity.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• Typically, work is done inside the corporate office. Some work may be done off-site or at a customer’s location with varying levels of access.
• Must have transportation to and from work locations as requested without notice to participate in internal and external client meetings, training sessions, client lunches, etc. as requested.
• Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Job Type: Full-time

Pay: $75,000.00 - $105,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

Work Location: In person