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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 is crucial for managing client transactions, communications, and administrative tasks.

Responsibilities

• Serve as the point person for client cash transactions and bill payment requests, including wires, ACHs, and internal account journals.
• Manage frequent client communication via email and phone, process transactions via internal banking systems, and coordinate inter-departmental approvals.
• Screen incoming communications and route 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 flexible support to other CA Teams as directed.
• Offer direct and proactive administrative support to all CA Team members, with primary focus on Associate Client Advisors for cash management and bill payment.
• Update contact information, send mass mailings, create ticklers, log calls, and create activities in Salesforce.
• Maintain current Salesforce client records for the CA Team.
• 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 CA Team members.
• Compile information and organize CA Team's responses to Compliance and Audit-related requests.
• 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 with preparing charts and materials for client and prospect meeting presentations using Excel, Word, PowerPoint, and internal applications.
• Retrieve basic information from Bessemer systems (ATLAS) to update client spreadsheets.
• File correspondence and documents in internal databases.
• Create documentation of client correspondence for tracking purposes.
• 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 clients' CPAs in gathering tax information and cutting tax checks.
• Anticipate and prevent potential overdrafts by bringing information to the team's attention.
• Supervise and pay client bill payments.

Requirements

• Bachelor’s Degree Required.
• 3-5 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
• Meeting organization
• Travel booking
• Expense report processing
• Cash management
• Bookkeeping/accounting

Location

• Woodbridge, NJ

Work Type

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

Experience Level

• 3-5 years

Education Level

• Bachelor's Degree

Salary/Compensations

• $85,000 - $110,000

Benefits

• Discretionary incentive based on individual and company performance
• 401(k) program with a company profit sharing contribution
• Medical, dental, vision, life insurance and disability coverage
• Paid holidays, vacation, and sick days
• Competitive base salary plus discretionary annual bonus for select positions
• 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 parental leave
• Employer-paid life insurance and short- and long-term disability coverage
• Legal services and financial wellness plans at no cost to employees

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.
• 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.