Executive Administrative Assistant

Summary/Objective

Reporting to the Chief People Officer (CPO) and indirectly to the Chief Operations Officer (COO), Chief Compliance Officer (CCO), and IT Director, the Executive Administrative Assistant is responsible for providing top-level administrative support to the C-Suite.

Essential Functions

Administrative Support

·      Manage executives' calendars, including scheduling meetings, appointments, and events.

·      Prepare and edit professional documents, reports, and presentations.

·      Handle incoming and outgoing correspondence, emails, and phone calls on behalf of executives.

·      Maintain an organized filing system (both digital and physical) for easy access to important documents.

Communication and Liaison

·      Act as the primary point of contact between executives and internal/external stakeholders.

·      Draft emails, memos, and other communications.

·      Ensure timely and professional responses to inquiries and requests.

·      Represent executives in meetings or events when necessary.

Meeting Coordination

·      Schedule and organize meetings, including preparing agendas and materials.

·      Take detailed meeting minutes and distribute them to relevant parties.

·      Track action items and ensure deadlines are met.

·      Set up virtual meetings via platforms such as Zoom or Microsoft Teams.

Project and Task Management

·      Assist with planning and coordinating special projects or company initiatives.

·      Track progress on projects and provide updates to executives.

·      Conduct research and compile data to support decision-making processes.

·      Manage deadlines and prioritize tasks to ensure efficient workflow.

Office and Team Support

·      Coordinate with other departments to address executive needs.

·      Assist with the planning and execution of team events, retreats, or offsite meetings.

Confidentiality and Professionalism

·      Handle sensitive and confidential information with discretion.

·      Maintain a high level of professionalism in all interactions.

Problem-Solving and Proactive Support

·      Anticipate executives' needs and proactively address issues before they arise.

·      Identify and resolve administrative challenges to ensure smooth operations.

·      Adapt to changing priorities and provide solutions in a fast-paced environment.

Relationship Building

·      Build and maintain strong relationships with internal teams and external partners.

·      Foster a positive and collaborative work environment.

·      Act as a trusted partner to executives, ensuring their goals and priorities are supported.

Responsibilities & Duties

Operations/Finance:

·      Proactively monitor the office for cleaning and maintenance needs; serves as the point of contact if cleaning/repairs are needed

·      Fill in at the receptionist desk 1 day per week and/or when they are out of office

·      Serve as the primary point of contact for the receptionist and facilities coordinators

·      Assist with tracking progress of major Finance/Ops projects and deadlines

·      Assist the COO with scheduling and organizing committee meetings and calls

·      Work with Building Management as needed for facility needs

·      Serve as the FedEx Account Administrator

Compliance:

·      Assist CCO with scheduling of meetings, calls, follow-up communications, and/or internal reminders

·      Set-up CWA New Hires considered to be “Access Persons” under the Securities and Exchange Commission (“SEC”) definition in the regulatory and disclosure reporting platform, i.e. SmartRIA

·      Provide initial instructions and the template Form U4 to CWA associates seeking to become Investment Adviser Representatives (“IAR”)

·      Periodically assist with reviews of archived communications on the Smarsh Archiving platform tagged by the Smarsh platform as “Further Review”, and escalate communications deemed as a possible policy violation to the CCO for final review

·      Retrieve completed Compliance forms from Human Resource database for New Hires in a non-Access Persons role, and retain the completed forms in the Compliance files

·      May act as a Compliance liaison regarding certain, high-level information to the CWA Contract Inventory and associated services, and escalate specific inquires to the CCO

·      Perform special ad hoc projects, such as verification of Social Media attestations with Smarsh LinkedIn connections, annual verifications of IAR information in Forms U4 and ADV Part 2B, and assist with collection of periodic reporting information non-SEC regulatory or other oversight organizations, e.g. AICPA and IRS PTINs

·      Escalate high priority needs from internal and external Compliance clients to the CCO as needed

Information Technology:

·      Assist the IT Director with scheduling and organizing committee and vendor meetings and calls

·      Assist with tracking progress of major IT projects and deadlines

·      Act as the IT/building liaison to create and manage tickets for items such as HVAC, power, security access cards, cameras, etc.

·      Assist with vendor contract renewals

Human Resources:

·      Assist with the coordination of Associate events such as Kick-Off Meetings, Family Fun Night, Associate Planner and Planner Retreats

·      Coordinate meals for departmental meetings

·      Schedule New Hire Orientation (NHO), confirm the coordination of presenters and adjust the NHO presentation as needed

·      Upload Culture Index Surveys to SharePoint on a Monthly basis

·      Primary point of contact for ordering flowers or gifts for Associates experiencing a celebration or loss

·      Oversee the coordination of signatures and distribution of Ten-Year Tenure Cards

This job description is not designed to cover or contain a comprehensive listing of essential functions or responsibilities that are required of the employee for this job. Essential functions and responsibilities and activities may change at any time with or without notice.

Education & Experience

·      Bachelor’s degree in Business Administration, Communications, or a related field

·      5+ years of experience providing executive-level administrative support

·      Experience supporting multiple executives simultaneously required

·      Exceptional organizational and time management skills with the ability to prioritize tasks effectively

·      Strong written and verbal communication skills

·      Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools (SharePoint, Microsoft Teams, Monday.com, Zoho, AppSpace, etc.)

·      Familiarity with financial terminology and reporting is a plus

·      Ability to work independently and exercise sound judgment

·      High level of attention to detail and accuracy

·      Strong interpersonal skills and the ability to build relationships across all levels of the

·      Proactive and resourceful with a problem-solving mindset

·      Adaptable and flexible to changing priorities and demands

·      Professional demeanor with a positive and collaborative attitude

Travel

No travel is expected for this position.

Work Environment

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands

This is a largely sedentary role; however, some filing may be required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. 

Position Type & Expected Hours of Work

This is a full-time, non-exempt position. Days and hours of work are Monday through Friday 8:30 a.m. to 5 p.m. Some flexibility in hours is allowed based on management’s approval.  An in-office presence 5 days per week is typically required. 

Compensation

Minimum: $75,000 - Maximum: $90,000

The advertised pay range is not a promise of a particular wage.

Benefits

• Competitive Salary

• Employer Paid Medical, Short-Term Disability, Accident, Life and AD&D Insurance

• Dental & Vision Insurance

• Unlimited PTO

• Firm-Paid Holidays, Including an Extended Winter Break

• Safe Harbor 401k Plan

• Generous Employer HSA Contributions

• Employer Paid Professional Dues, Licenses/Renewals

• Continuing Education Resources

• Family Planning Assistance Program and Paid Parental Leave

CWA has consistently been recognized from rating services and publications such as:

• INSIDE Public Accounting - Top 100 Firms (2022, 2023, 2024)

• Top Workplaces - Financial Services (2024)

• Top Workplaces - Culture Excellence (2024)

• Accounting Today - Top Firm by AUM (2024)

• USA Today - Top Workplaces (2024, 2025)

• Accounting Today - Top 100 Firms (2022, 2023)

• Forbes America's Best Tax & Accounting Firms (2022, 2023)

• INSIDE Public Accounting - Top 100 Fastest Growing Firms (2022)

• Dallas Morning News - Top Workplace (2022, 2023)

• Accounting Today - Beyond Top 100: Firms to Watch (2020)

• Accounting Today - Regional Leaders Top Firms (2012, 2015, 2016, 2018, 2020)

• INSIDE Public Accounting - Beyond the Top 100 (2015, 2016, 2018, 2020)

• INSIDE Public Accounting - Top 200 Firms (2010, 2011, 2012, 2013, 2014, 2015, 2016, 2017, 2018, 2019, 2020)

• Dallas Business Journal - Top Accounting Firms (2018)