Position Overview

The Executive Assistant / Receptionist is a key member of the NewEdge Advisors team responsible for supporting senior leadership, maintaining a professional front-office experience, and ensuring the smooth day-to-day administrative operations of our New Orleans home office. This individual serves as the first point of contact for visitors and staff, and plays an important role in creating a welcoming, organized, and efficient environment. The ideal candidate is proactive, service-oriented, detail-driven, and thrives in a fast-paced, team-driven setting.

 

Key Responsibilities

Executive & Leadership Support

  • Provide dedicated administrative support to senior leadership, including calendar management, travel coordination, and meeting logistics; efficiently handle any changes or cancellations
  • Coordinate scheduling of internal conference rooms for in-person meetings; assist in planning of onsite or off-site meetings as needed
  • Draft, review, and send communications on behalf of leadership as needed.
  • Track action items and follow-up commitments on behalf of executives to ensure timely completion.

Reception & Front Office

  • Maintain a professional and welcoming environment for staff, advisors, and visitors at the New Orleans home office.
  • Greet visitors upon arrival and direct them appropriately; serve as the primary point of contact at reception.
  • Answer, screen, and transfer incoming phone calls; serve as backup for phone queues as needed.
  • Open, sort, and distribute all incoming mail in a timely and organized manner.
  • Scan and log checks received in accordance with established procedures, ensuring accuracy and compliance with internal controls.

Administrative Support

  • Assist in the coordination of staff and advisor appreciation gifts for birthdays, anniversaries, milestones, and special occasions.
  • Support the preparation and distribution of materials for leadership meetings and events.
  • Manage ad hoc administrative requests and special projects as assigned by management.
  • Provide backup support in the absence of the Office Manager or Business Development team in scheduling appointments, conference rooms, and catering for internal meetings and advisor visits.

Expense Management

  • Reconcile and process executive expense reports in Concur on a weekly cadence, ensuring receipts are captured, coding is accurate, and submissions meet policy deadlines.
  • Communicate with leadership to resolve any missing documentation or expense discrepancies in a timely manner.
  • Maintain organized records of submitted and approved expenses for audit and reporting purposes.

 

Qualifications

Experience & Education

  • 1–3 years of experience in an administrative, executive assistant, or receptionist role; financial services or RIA industry experience a plus.
  • Bachelor’s degree in Business, Finance, or a related field preferred; equivalent professional experience considered.

Skills & Competencies

  • Proficiency in Microsoft Office Suite — particularly Word, Excel, and Outlook; strong Excel skills highly preferred.
  • Experience with Concur or a similar expense management platform.
  • Familiarity with CRM tools such as Salesforce or Redtail is a plus.
  • Excellent written and verbal communication skills with the ability to communicate professionally with advisors, clients, and staff at all levels.
  • Exceptional organizational skills with the ability to manage multiple priorities and competing deadlines.
  • High degree of discretion, confidentiality, and professionalism in handling sensitive information.
  • Proactive, resourceful, and adaptable with a strong attention to detail and a service-first mindset.