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About the Role

The Executive Assistant will provide seamless administrative support to the Client Advisory (CA) Team, which consists of an Associate Client Advisor (ACA), Client Advisor (CA), and Senior Client Advisor (SCA). This role involves managing client transactions, communications, and administrative tasks to ensure efficient operations.

Responsibilities

• Serve as the point person for client cash transactions and bill payment requests, including wires, ACHs, and internal account journals.
• Manage incoming communications, screening and routing them for timely action and follow-up.
• Communicate professionally with internal and external contacts, including clients and prospects.
• Compose and proofread written and email correspondence, utilizing financial vocabulary and knowledge of the firm's operations.
• Collaborate with ACAs to create presentation books for clients and prospects.
• Organize meetings and luncheons, coordinating schedules and managing calendar invitations for the CA team.
• Establish effective working relationships with colleagues and external contacts.
• Provide direct and proactive administrative support to all members of the CA Team, with primary focus on Associate Client Advisors for cash management and bill payment functions.
• Update contact information, send mass mailings, create ticklers, log calls, and create activities in Salesforce.
• Maintain current Salesforce client records for the CA Team and manage external client mail merges, event invitations, and Salesforce reports.
• Perform bookkeeping/accounting work for various client transactions as directed.
• Process expense reports and book travel for all members of the CA Team.
• Assist with physical client mailings, including preparing and sending documents via courier services.
• Compile information and organize the CA Team’s responses to Compliance and Audit-related requests.
• Assist the Office Manager with restocking kitchen supplies and ordering general office materials, liaising with vendors as needed.
• Handle routine communication with clients and their advisors via telephone, email, and fax.
• Document written and verbal communication with clients and their advisors in Salesforce.
• Assist the client advisory team with preparing charts and materials for client and prospect meeting presentations using Excel, Word, PowerPoint, and internal applications.
• Pull basic information from Bessemer systems (ATLAS) to update client spreadsheets.
• File correspondence and other documents in internal databases.
• Create documentation of client correspondence for tracking purposes.
• Work with Client Administration Support (CAS) to open accounts and coordinate asset transfers with outside agents.
• Perform cash management functions using Workflow and Atlas in accordance with established procedures and policies.
• Process client remittances.
• Assist in gathering tax information and processing tax checks when applicable by working with the client’s CPA.
• Anticipate and prevent potential overdrafts by bringing information to the team’s attention.
• Supervise and pay client bill payments.

Requirements

• Bachelor’s Degree Required.
• 3+ years of experience as an administrative assistant, preferably within a bank supporting a team.
• Ability to work well in a team environment.

Skills

• Salesforce
• Excel
• Word
• PowerPoint
• Financial vocabulary
• Client communication
• Transaction processing
• Inter-departmental coordination
• Vendor liaison

Location

• New York
• Woodbridge, NJ

Work Type

• Hybrid work environment: 60% in office, 40% remote for most positions

Experience Level

• 3+ years of experience

Education Level

• Bachelor's Degree

Salary/Compensations

• $85,000 - $110,000

Benefits

• Discretionary annual bonus for select positions
• 401(k) plan with a generous annual profit-sharing contribution
• Personalized development and career opportunities, including tuition reimbursement support
• Comprehensive medical, dental, and vision plans with zero contributions for employee coverage
• Employee assistance (EAP) and wellness programs
• Paid time off and paid parental leave
• Employer-paid life insurance and short- and long-term disability coverage
• Legal services and financial wellness plans at no cost to employees
• Medical, dental, vision, life insurance and disability coverage
• Paid holidays, vacation, and sick days

About the Company

• Bessemer Trust is a family office overseeing more than $200 billion in assets for over 3,100 individuals and families of substantial wealth.
• Its more than 1,200 employees are singularly focused on private wealth management — disciplined investment management, sophisticated wealth planning, comprehensive family office services, and highly personalized client service.
• Established in 1907 as the family office for Annie and Henry Phipps, Bessemer Trust is in its seventh generation of ownership by the Phipps family.
• Bessemer Trust retains its original focus as a privately owned and independent wealth manager deeply committed to its mission of providing peace of mind to its clients.
• Bessemer’s adherence to putting clients’ interests first, fiduciary mindset, and highly collaborative culture are at the heart of everything the firm does.
• For 118 years, Bessemer Trust has operated continuously in a single line of business, independently owned by one family.
• Headquartered in New York’s Rockefeller Center, Bessemer Trust has 22 offices in total.
• Woodbridge, NJ, is one of the firm’s largest offices, which hosts a wide range of technology and operations professionals.
• In addition to its sizable presence in New York and Woodbridge, the firm provides client service through offices in Atlanta, Boston, Chicago, Dallas, Delaware, Denver, Garden City, Grand Cayman, Greenwich, Houston, Los Angeles, Miami, Naples, Nevada, Palm Beach, San Diego, San Francisco, Seattle, Stuart, and Washington, D.C.

Equal Opportunity

• Bessemer Trust is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. We encourage candidates of diverse backgrounds to apply.