Advisory Executive Assistant

Why Windham Brannon:
Windham Brannon is a recognized leader in providing assurance, tax and advisory services to clients both nationally and globally. We believe that best-in-class client service starts by creating exceptional outcomes for our people – by offering more to our team, we can offer even more to our clients. Our award-winning culture has been consistently recognized for helping our people achieve success and fulfillment in their work and personal lives. We are dedicated to providing all of our employees a diverse, equitable and inclusive environment that allows our professionals to live a balanced lifestyle between their work responsibilities and personal commitments.

Offering more for your career…
Windham Brannon understands that a successful career requires continuously learning and gaining knowledge in your profession. That’s why we prioritize the following for our people. 
•    Coaches who are dedicated to your career growth and development, helping you thrive in the workplace
•    Referral, performance, and business development bonus opportunities 
Offering more for your life…
Our competitive benefits package is designed to positively impact your life outside of work. 
•    Hybrid and flexible work environment
•    Employer-paid dependent care, life insurance, disability, accident and critical illness, and pet insurance
•    401(k) plan with company matching
•    PTO, paid holidays, and summer hours 

Offering more for your community…
Windham Brannon believes that we succeed as a firm when those in our community can succeed, too. Our WB Foundation regularly contributes to charities supported by our employees and friends of the month, and we provide regular volunteer support to several not-for-profit organizations throughout the year. 

Our advisory practice is growing, and we are looking to add an Executive Assistant…

The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well-organized, flexible, and enjoy the administrative challenges of supporting a team.

What you will do..
Administrative Coordination & Team Support
•    Coordinate with team members across Advisory to ensure consistent administrative practices, proactively identifying opportunities to streamline cross-functional responsibilities and improve service efficiency.
•    Maintain staff scheduling and lead the staff availability call.
•    Coordinate and support other advisory administrative personnel, following up as necessary to ensure accuracy and consistency.
•    Assist service lines with Human Resources compliance, including following up on staff performance reports and mandated evaluations. In addition, role will support the onboarding of new team members within Advisory.  
•    Participate in recurring admin touch-bases with firm administrative leadership and lead training calls with new and existing admin staff.
•    Download client bank and credit card statements.
•    Assist with assembly and filings of certain compliance filings (ie, annual 1099’s). 

Document Preparation & Correspondence
•    Draft, format, and proof practice correspondence, reports, presentations, articles, engagement letters, NDAs, SOPs, BAAs and client deliverables, ensuring consistency with established Firm standards.
•    Manage distribution of advisory engagement letters and client document requests. Understanding of Attorney-Client Privileged projects and production.
•    Draft invoices for engagements requiring retainers or initial billings.
•    Assist staff with organizing and retaining client documents, including light analysis and data entry.
•    Create ShareFile sites for clients, activate accounts, and troubleshoot access issues.
•    Set up Microsoft Teams channels with appropriate folder and subfolder structures, migrating documents from ShareFile as needed.
•    Strong advanced excel skills required. 

Calendar, Meeting & Event Management
•    Manage and organize calendars; schedule internal and external meetings.
•    Prepare agendas, screen-share materials, and pipeline reviews for recurring team meetings.
•    Forward recurring meeting series to new staff during onboarding.
•    Order and coordinate meals; take meeting notes when requested.
•    Help coordinate team-building events and distribute calendar invitations to all participants.
•    Make group reservations for client meetings and team events.
•    Help plan and execute the annual Advisory Retreat.
•    Prepare PowerPoint materials for the Quarterly Town Hall.

Financial Administration
•    Input expenses for designated Principals.
•    Track, record, and submit expenses for assigned leadership members.
•    Reconcile the Advisory credit card monthly and route receipts to the Advisory Admin Rep responsible for monthly reconciliation. Assist with allocating charges to client WIP accounts when necessary. 
•    Make approved purchases via the company credit card (e.g., staff registrations, marketing supplies).
•    Support monthly client billing 

Reporting & Data Management
•    Maintain due date reports for designated team members.
•    Pull and distribute weekly, monthly, and ad hoc reports for service line leaders, directors, and managers, including Power BI dashboards and time/WIP reports.
•    Prepare Aged WIP reports for the Advisory Practice Leader call.
•    Pull house account WIP by service line and circulate to service line leaders for review and possible reassignment to client accounts.
•    Run open jobs reports and follow up on candidates for completion or write-off.
•    Enter opportunities into the CRM; monitor engagements, push opportunities to Practice Engine, approve clients, and process client change updates.
•    Ensure client contact information and data accuracy across all systems and platforms.

Travel & Logistics
•    Coordinate travel plans, bookings, and itineraries for staff at all levels, including conferences, training, and client meetings.

Marketing & Communications
•    Maintain a complete set of materials pertaining to advisory practice marketing.
•    Share firm news with the advisory team.

Professional Standards
•    Maintain discretion with sensitive client information at all times.
•    Build and maintain professional relationships with clients and colleagues.
•    Demonstrate flexibility in managing simultaneous projects with a high attention to detail.

What you bring…

• 5+ years of Professional Administrative Assistant experience
•   Expert skills in Microsoft PowerPoint
• Advanced skills in Microsoft Office, Word, Excel, PowerPoint and Outlook
• Strong verbal and written communication skills
• Ability to learn new software, our industry is rapidly changing, and implementation of new technologies is critical to our long-term success.