Executive Coordinator

Executive Coordinator

Wescott Financial Advisory Group, a leading Philadelphia-based RIA, is seeking a highly organized, proactive, and professional Executive Coordinator to support our senior leadership team. This pivotal role ensures the smooth operation of day-to-day activities, facilitates effective collaboration across the firm, and serves as a trusted administrative partner to our executives.

The Executive Coordinator is a valued representative of the firm who interfaces with clients, vendors, and colleagues. For those who thrive in fast-paced professional settings, embrace complex priorities, and take pride in delivering support with discretion and professionalism, this position offers a rewarding, high-impact opportunity.

Executive & Leadership Support

• Manage complex calendars, scheduling internal and external meetings while anticipating leadership priorities
• Prepare, edit, and organize correspondence, presentations, and meeting materials
• Coordinate travel arrangements, itineraries, and logistics for executives
• Support leadership committees, firm initiatives, retreats, and events, including post-event follow-up
• Serve as a collaborative liaison across departments to ensure seamless communication and workflow
• Handle sensitive and confidential information with the utmost professionalism

Office Coordination & Administrative Support

• Maintain a professional, organized, and welcoming environment for employees, clients, and visitors
• Coordinate conference rooms, shared workspace resources, and office logistics
• Assist with vendor coordination, office supplies, and mail management
• Provide backup administrative support during peak periods or staff absences

Operations & Project Support

• Facilitate client gifting, engagement letter preparation, and document management
• Support HR and culture initiatives, including employee recognition communications
• Maintain and update firm templates, standardized documents, and internal reference materials
• Assist with internal systems, Salesforce task tracking, and workflow coordination
• Partner with Advisor Support Specialists and Client Service staff to support cross-functional administrative needs
• Contribute to the continuous improvement of administrative and operational processes

Technology & Tools

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Salesforce (CRM), iManage (Document Management), Zoom, Adobe Acrobat
• Calendly, DocuSign, ExpenseWire, 15Five, Paychex Flex

What Success Looks Like

• Executives can focus on strategic priorities with confidence that administrative and operational details are seamlessly handled
• Firm events, meetings, and initiatives run smoothly and efficiently
• Office operations and workflows are consistently organized, accurate, and professional
• Stakeholders across the firm experience proactive, service-oriented collaboration

Core Competencies

• Organizational & Planning Skills
• Communication Proficiency
• Technical Capacity
• Initiative & Judgment
• Collaboration & Teamwork
• Client Service Orientation
• Adaptability & Flexibility
• Confidentiality & Professionalism

Why Wescott

At Wescott, our people are our greatest asset. As an Executive Coordinator, you will play a key role in keeping our firm running smoothly while supporting leaders who shape client outcomes and the firm's culture. You'll work in a collaborative, inclusive environment where initiative, judgment, and professionalism are recognized and valued.