Executive Assistant

Executive Assistant

Salary Range $75,000.00 - $90,000.00 Salary

Description

IFG is looking for a highly organized and proactive Executive Assistant to provide high level support to the President and as-needed support to the executive team. This role plays a key part in ensuring seamless operations by managing calendars, communications, travel, and meeting logistics, while also assisting with office administration, project coordination, and vendor management. The ideal candidate is detail-oriented, adaptable, and skilled at anticipating executive needs in a fast-paced environment.

Independent Financial Group, LLC (IFG) is a privately held independent wealth management provider based in San Diego, California. Founded in 2003, IFG supports more than 600 independent financial professionals in over 400 offices nationwide with a comprehensive suite of business solutions. IFG has been widely recognized as a leading independent broker-dealer. In 2025, Financial Advisor magazine listed IFG as the 15th largest national independent broker-dealer and #2 for privately held broker-dealers based on gross revenue. Financial Planning ranked IFG 1st for women as a percentage of producing representatives in 2025 and 7th for financial advisor payout in 2024. InvestmentNews ranked the firm in the top 10 for payout and account assets in 2024. IFG is an eight-time honoree on the Inc. 5000 list of "Fastest-Growing Private Companies in the US," and the San Diego Business Journal ranked IFG #7 among the Largest Private Companies in San Diego in 2022 and 2023.

Job Duties

Executive Support

• Provide high-level support to the President and as-needed support to the executive team, managing both strategic and administrative responsibilities to ensure smooth operations.
• Manage and maintain the President's calendar, coordinating meetings, appointments, and scheduling priorities.
• Handle incoming and outgoing communications (phone calls, voicemail, email, mail, and faxes), taking clear messages and routing them appropriately.
• Draft, proofread, and edit letters, documentation, proposals, and presentations.
• Manage and prepare materials for executive and board meetings, including spreadsheets, presentations, and diagrams; coordinate schedules, agendas, and all meeting logistics; and record minutes as needed.
• Plan and coordinate domestic and international travel, including transportation, hotel accommodations, dining, and detailed itineraries.
• Oversee company event tickets, including tracking, scheduling, and coordinating distribution with leadership.
• Prepare conference rooms for executive and board meetings.
• Coordinate and oversee departmental travel and expense reporting, ensuring accurate collection, organization, and timely submission of all required documentation.

Administrative & Project Support

• Distribute internal communications and memorandums regarding announcements.
• Ensure tasks and projects are completed on schedule, maintaining organization and efficiency across departments.

Qualifications

Education & Experience

• Minimum of 5 years of experience as an Administrative or Executive Assistant, preferably with experience in the Financial Services industry.
• Bachelor's degree from an accredited university in a relevant field is preferred.
• Excellent verbal, written, and electronic communication skills.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Publisher.
• Highly organized, detail-oriented, and proactive.
• Strong ability to manage multiple tasks and priorities effectively in a fast-paced environment.

Desired Skills

• Exceptional organizational and time management skills, with the ability to prioritize competing demands and meet deadlines.
• Strong interpersonal skills and ability to interact professionally with executives, staff, vendors, and clients.
• Excellent written and verbal communication skills, including drafting professional correspondence and presentations.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher) and familiarity with calendar management tools.
• Experience in planning and coordinating domestic and international travel logistics.
• Ability to handle confidential information with discretion and professionalism.
• Problem-solving skills and resourcefulness in managing complex tasks and projects.

Key Attributes

• Proactive, self-motivated, and anticipates executive needs.
• Detail-oriented, accurate, and thorough in all aspects of work.
• Flexible and adaptable, able to work in a fast-paced and dynamic environment.
• Dependable, reliable, and accountable with strong follow-through.
• Professional demeanor and strong interpersonal skills, fostering positive relationships at all levels.
• High level of discretion and integrity in handling sensitive information.

Compensation:

• IFG offers a competitive benefits package, including a free on-site fitness center, company-paid medical insurance, company-paid life and long-term disability (LTD) coverage, 401(k) matching, and market-competitive compensation based on experience.