Senior Executive Assistant, Chief of Staff

Senior Executive Assistant, Chief Of Staff

Waverly Advisors' primary goal is to serve our clients, one another, and our communities. We aren't your typical wealth management firm. Our intense client focus is at the center of everything we do. We go far beyond just managing our clients' investments, offering truly in-depth financial planning. We set ourselves apart by actually living and acting on our guiding principle, 'Serve.' It is the reason we go to work every day.

In this role, you'll be challenged to take on work that upholds our guiding principle and drives Waverly Advisors forward. We hope you'll grow as a person and leader in your field and transform those around you as well.

We are seeking a Senior Executive Assistant, Chief of Staff to join our team in Seattle, WA. The ideal candidate will provide executive-level administrative, operational, and business support for the Seattle office and Regional Director, ensuring smooth day-to-day operations, strong internal coordination, and a high-quality client and employee experience.

Responsibilities:

Regional/Location-Level Chief of Staff Support

• Serve as a trusted thought partner to the Regional Director, helping define and track key performance indicators (KPIs) for the location/region.
• Provide insight on regional business opportunities, risks, and priorities to support effective decision-making.

Operations & Execution

• Lead and coordinate cross-functional projects and initiatives within the location/region, particularly those that span multiple departments.
• Identify and help resolve operational bottlenecks impacting regional performance.

Communications & Coordination

• Synthesize and filter information relevant to the location/region, and draft communications, reports, and presentations for internal stakeholders.
• Represent the Regional Director in meetings as needed, ensuring alignment and follow-through across regional teams.

Executive & Regional Director Support

• Manage the Regional Director's calendar, priorities, and meeting logistics, serving as strategic gatekeeper.
• Coordinate internal and external meetings, prepare materials, confirm logistics, and ensure timely delivery of reports.
• Oversee team members to ensure timely delivery of all presentations, proposal and review serving as Chief of Staff.
• Assist with travel planning, itineraries, agendas, and expense reporting.

Office & Operations Management

• Oversee front desk operations, phone coverage, mail, office supplies, kitchen needs, and building management.
• Manage office-wide communications, firm calendars, and meeting coordination.
• Support office culture initiatives and events, leveraging office assistant support as needed.

Advisor & Business Support

• Assist Advisors with service requests, CRM updates, production tracking, reporting, and information requests.
• Support RFPs, presentations, rankings submissions, webinars, and advertising coordination.

Meetings, Events & Marketing

• Plan and execute client meetings, board meetings, sponsorships, webinars, and firm events.
• Support firm marketing and rebranding initiatives, including website updates, social media, print assets, and content distribution.

Financial & Budgetary Support

• Support AP/AR, billing and expense reconciliations, aging reports, 1099 preparation, and audit support.
• Assist with annual budgeting, financial tracking, and advisor T&E allocations
• Support compensation planning, bonuses, and performance review coordination.

Human Resources Administration

• Serve as on-site HR liaison supporting home office policies and RTO compliance.
• Help forecast hiring needs and coordinate new hire logistics.
• Manage Seattle team RTO/WFH scheduling and coverage.

Technology & Vendor Management

• Coordinate technology assessments, vendor relationships, implementations, and troubleshooting.
• Manage vendor contracts, renewals, and evaluations.
• Oversee annual insurance and license renewals.

Qualifications:

• Education: Bachelor's Degree.
• Experience: Minimum of 5 years of experience in office administration with proven track record providing excellent service, 3 years minimum as an Executive Assistant.
• Outstanding communication and interpersonal abilities.
• Excellent organizational skills.
• Knowledge of small business recordkeeping.
• Familiarity with office management procedures and basic accounting principles, proficiency in MS Office.
• Strategic Mindset: High-level problem-solving and critical-thinking skills.
• Cross-functional Leadership: Ability to manage and influence without direct authority across various departments.

Travel:

• No travel is required.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Must be able to access and navigate each department at the organization's facilities.

Benefits:

• Comprehensive Health, Dental, and Vision coverage to support your overall well-being.
• 401(k) retirement plan with match and profit sharing to help you invest in your future.
• Twelve paid holidays each year.
• An extra vacation day during your birthday weekso you can celebrate you!
• Responsible Time Off Policy giving flexibility without annual PTO limits, while balancing team responsibilities and business needs.
• Paid sabbatical program: Enjoy four consecutive weeks of paid time off after seven years of service.
• Compensation commensurate with experience.

Legal:

Waverly Advisors, LLC. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender, genetic information, national origin, disability, uniform service, veteran status, age, or any other classification protected by federal, state, or local law.