Wealth Management Executive Assistant I

POSITION SUMMARY:

We believe solid planning requires special expertise and a team approach. Our team includes individuals with financial planning, investment management, tax and legal expertise, dedicated to working with our clients to plan, grow and protect legacies across generations. Adhering at all times to First Citizens’ Wealth Management superior client service standards, the Wealth Management Executive Assistant provides seamless administrative support to the Chief Wealth Management Officer.  This role performs a wide range of complex and confidential administrative duties.

ACCOUNTABILITIES:

Administrative Assistance:                              70%

• Assists with daily activities including correspondence (incoming and outgoing), mailings, phone calls, calendar management, filing, memoranda, notes, meeting preparation and follow up activities and tasks.
• Coordinates with inter-departmental teams to facilitate transactional activities for timely action and follow up.
• Initiates and completes assigned workflows in the Client Relationship Management tool (“CRM”) and other systems to ensure follow through with client service standards.
• Anticipates needs by proactively communicating and addressing any issues that may impact ability to meet service standards.
• Communicates proactively to ensure organization and prioritization of a multitude of daily tasks ensuring deadlines are met and everything needed for smooth internal operations is at hand. 
• Maintains primarily electronic files in CRM and Sharepoint and ensures documentation in good order. Proactively addresses documentation issues to ensure required information retained consistent with internal procedures.
• Accurately submits transactions requests through the CRM.
• Assists with opening, maintaining and closing client accounts.
• Monitors and processes scheduled transactions including tax payments, insurance and other routine bills.
• Prepares discretionary distribution requests for Trust Administration Committee approval.
• Coordinates with external parties to complete all required filings (tax returns/Court reports/inspections).
• Handles sensitive information with superior judgment and integrity.
• Manages executive schedule, appointments, and deadlines to ensure operational efficiency.
• Oversees complex projects that require executive-level input, ensuring deadlines and quality standards are met with highest level of discretion.
• Establishes strong understanding of CRM, Trust Accounting System, Docusign and other technology utilized by the Department to assist in process improvement and streamlined polices and procedures.
• Coordinates and attends Committee and other Departmental meetings as needed.

Client Service                                                 15%

• Collaborates with Officers and other team members to ensure client needs are fulfilled consistent with service standards.
  • Proactively communicates with clients and third parties consistent with client service standards ensuring

strong documentation of interactions and communicating promptly any issues

• • Identifies opportunities to improve client service and advocate for client needs.
  • Coordinates with other areas of First Citizens Bank to ensure positive overall client experience.
  • Greets clients and ensures positive client experience via phone and in office.
  • Responsible for ensuring Department physical atmosphere is clean, tidy, confidential, and welcoming, including all public areas (conference rooms, break area, etc).

Compliance:                                                    10%

• • Ensures compliance with policies and procedures regarding client interactions, books and records requirements, transactions, file maintenance, documentation, marketing, etc.
  • Completes all required training and alerts Supervisor when additional training needed.
  • Maintains client confidence and protects Wealth Management operations by keeping information confidential and secure.

• • Attends and completes mandatory compliance and training sessions. 
  • Monitors daily work for adherence to regulations, policies/procedures, and promptly corrects any deficiencies.
  • Coordinates with WM Administrator to identify necessary updates to policies, procedures, workflows, forms, etc. 
• Ensures the administration of accounts follows the governing agreement, applicable laws and government regulations and internal policies and procedures.
• Supports audit and exam by gathering required documentation as requested.

Other Duties:                                                   5%

• Contributes to Wealth Management Department efforts by accomplishing related results as needed.
• May assist in preparation and maintenance of reports, meeting materials and Minutes for Department Committee meetings.
• Works closely with other support team members to ensure consistent completion of Departmental tasks and activities and consistency for all clients. 
• Adapts to changing situations and priorities to ensure the success of the team.

COMPETENCIES:

Integrity/Confidentiality

• Demonstrates the ability to hold confidential information and displays honesty and high ethical standards.

Customer Service

• Exhibits customer focus, acknowledges & listens to customer, and provides friendly, courteous, and efficient service.

Team Skills

• Works together with a group of people to coordinate and help each other in daily tasks.

Coordination and Change Management

• Adjusts actions in relation to others’ actions and embraces change and sees it as an opportunity.

Verbal/Written Communication Skills

• Provides information to customers outside the organization, supervisors, co-workers, and subordinates clearly and concisely in writing, by telephone or through e-mail.

Problem Solving

• Analyzes information and evaluates results to choose the best solution and solve problems.

Flexibility

• Is open to change (positive or negative) and to considerable variety in the workplace.

Attention to Detail/Accuracy

• Is careful, exact, and free from mistakes and errors.  Adheres closely to a set of standards.

Obtain/Process Information

• Obtains information from relevant sources and compiles, codes, categorizes, calculates, tabulates, audits or verifies information or data.

Analyzing Data or Information

• Identifies the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Documenting/Recording/Processing Information

• Enters, transcribes, records, stores or maintains information in written or electronic form.

Compliance/Banking Regulations

• Uses relevant information and individual judgment to determine whether events or processes comply with laws, regulations or standards.

ENVIRONMENTAL CONDITIONS:

· Work is performed primarily indoors in an office setting.

· Remote work is not available for this position.

PHYSICAL AND MENTAL DEMANDS:

· Position accountabilities are typically performed while sitting for most of the day. The physical and mental demands of this position are representative of those that must be met by an employee to successfully perform the essential position accountabilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential position and accountabilities. First Citizens reserves the right to review each requested accommodation and determine if it poses an undue hardship.

KNOWLEDGE, SKILLS AND ABILITIES:

· Associate degree preferred.

· 1 year work experience with a trust department, investment firm, brokerage firm, community bank, financial services company, law firm or other professional environment performing administrative functions, including customer contact, preferred.

· Skill in performing basic mathematical principles (such as addition, subtraction, multiplication, division, decimals) in account transactions.

· Experience in advanced use of Microsoft Outlook, Word, and Excel. Office 365 and CRM system experienced preferred.

· Knowledge of and ability to cross-sell FCB products and services to customers-such as the ability to identify customers’ needs, communicate services, explain advantages, and close sales activity.

· Skill in working with the public, presenting a professional image of First Citizens, and servicing prospective and current customer inquiries, requests, and complaints.

· Knowledge of current compliance-related issues plus new and updated regulations.

· Demonstrated experience maintaining confidential information