Executive and Personal Assistant to Founder (Denver)

Exceptional Admins (EA) is seeking an administrative professional for an opportunity with a Financial Services Firm headquartered in Denver, operating without a physical office.

EA is a boutique company that focuses on placing career minded professionals with growth-minded employers. The philosophy behind the EA process is to deliver top candidates to each client with the outcome producing high-level support to the role and organization.

About the Firm

Founded in 2019, the firm provides trust, estate settlement, and specialty asset management services to a diverse portfolio of high-net-worth clients. The twelve-person team is highly committed and hardworking, with plans to grow to 18 over the next year. Their mission is to help clients protect their legacy through exceptional service and personalized care. Every client is treated as if they are the only client, five-star hospitality and attention to detail are imperative.

The Founder is kind, highly motivated, and very busy. While the firm maintains two locations in Wyoming and Colorado, the team works fully remote across various locations. The Founder works primarily from his home office in Eagle County, traveling to Cherry Creek North weekly for in-person meetings.

Hiring Goal

The client is seeking a skilled professional who thrives in ambiguity, able to juggle multiple priorities while maintaining clarity, accuracy, and momentum across the business and its initiatives.

This Executive and Personal Assistant is a key member of the team, supporting the Founder and business related activities. The ideal candidate will demonstrate established skills in client service, hospitality, organization, and curiosity-driven anticipation of needs.

Initial Executive Support – First 6-months

• Study the Founder closely to identify patterns, which will support anticipating needs
• Assume communication and meeting management, where immediate impact is easy
• Learn about existing business goals and the next 6-months demands of the Founder
• Conduct research/review of past activities from last 6-months, while learning clients
• Shadow Founder with all new business deal activities, which could be joining meetings

ROLE OVERVIEW

Executive Support – 65%

• Calendar management
• Proactively prioritizing commitments, resolving scheduling conflicts, and ensuring Founder’s attention remains focused on the highest-value activities
• Manage inbox, i.e., draft, review, organize, and distribute professional correspondence on behalf of Founder
• Schedule and prepare for internal and external meetings (i.e., client meetings, board meetings & presentations, leadership team meetings)
• Prepare agendas and other meeting-related resources
• Prepare Founder for meetings
• Track action items and follow ups (leverage AI transcription tool)
• Arrange domestic travel logistics (2-3 times a month, frequently to WY office)
• Prepare itineraries, manage reservations, and coordinate full cycle logistics
• Streamline and manage to-dos to meet deadlines
• Anticipate upcoming needs, deadlines, meetings, and potential conflicts before they require intervention
• Help with presentation prep
• Support ad hoc requests (e.g., research, outreach)
• Maintain awareness of all deadlines and deliverables to anticipate needs and resolve challenges before they arise

Business Support – 25%

• Collaborate with team members on client relationship management using Monday.com, MS Office 365, Comply Advantage, Addepar, web, financial services industry specific tools.
• Partner with internal and external business contacts via various platforms or in person
• Maintain and organize electronic files for easy accessibility
• Creating process around engagement letters, proposals, presentations
• Engage IT support (third-party vendor), as needed
• Collect and manage shipment and mail activities
• Support Founder with internal employee engagement activities (i.e., quarterly one on one’s with employees, annual strategic planning meeting, etc.)
• Perform part of new client onboarding process; engagement letters, obtaining confidential & sensitive information, performing background check (Comply Advantage), document in ProTrustee for regulatory purposes, obtain approval from BSA committee, etc.
• Coordinate and execute events that foster positive experiences for clients and guests (e.g., annual strategy meetings, and client dinners)
• Partner with the team to manage event logistics: create invitations, track RSVPs, produce name tags, assist with setup and cleanup, manage payments, and maintain event documentation (infrequent)

Personal Support – 10%

• Personal travel logistics coordinated
• Expense report, light personal financial support
• Work with vendors for property management
• Help with seasonal tasks (i.e., vehicle matters)

Desired background and attributes

Candidates will be considered in totality of their skills and experience:

• Career experience fits 85% of the responsibilities outlined above
• Experience supporting a Founder or Executive in a small business environment, preferred
• Background in financial services or hospitality background, a plus
• Proficient with Microsoft Office Suite (with a heavy emphasis on Outlook, Word, Excel and PowerPoint)
• Nimble, adaptable, charismatic, and entrepreneurial mindset. Proven ability to own outcomes.
• Skilled in leveraging technology, especially AI, resourceful and industrious (i.e. find ways to consolidate responsibilities with intuitive technology resources)
• Has worked in a role that called for a high degree of confidentiality and professionalism
• Is comfortable working independently with little supervision
• References would describe you as nimble, adaptable, and someone having an entrepreneurial mindset

Company Offerings

• Hours : Monday through Friday, 8:00am – 5:00pm (This role is a remote position with occasional meetings happening in Cherry Creek North).
• Salary : $85k to $105k (annual bonus based on company performance and individual contribution).
• 401(k) : Eligible after 1 year of service during 1 of the two open eligibility windows, July and January. 3% Safe Harbor Contribution to 401k. Also, a 2% profit sharing match is possible, but not guaranteed. The provider is Empower.
• PTO : Unlimited PTO with approval, 2-weeks minimum per year.
• Holidays :
• New Years Day, Memorial Day, Independence Day, Labor Day, October 16 (day after tax extension deadline), 2 days at Thanksgiving, Christmas.
• Healthcare : Eligible for health care 1st day of month following start of employment. Medical plans available through United Healthcare and Kaiser, company coverage changes based on plan selection. Family plans available. Dental and Vision available, company pays 50% of employee coverage. Employee Assistant Program (EAP) includes virtual counseling, webinars, and more. STD, LTD, and life insurance available at employee cost. HSA benefits.
• Office Perks : Fully remote office; firm selects 2 charities per year to make substantial donations to.

Interview Cadence (understanding things may pop up)

1. Phone screen between candidate and Exceptional Admins (EA) (30-mins)
2. Advancing steps: 1) create admin portfolio (1.5-hrs) + 2) video interview with EA (20-mins)
3. Video interview with Founder and EA (30-mins)
4. In person interview with Founder (2-hours)
5. Video meeting with two other team members (30-mins) (optional)
6. Hiring decision + References

Is this the right fit for you?

The ideal employee would meet 8 out of the 10 attributes to be successful (and fulfilled) in this role:

1. You take pride in being the face of client service for distinguished clients
2. You proactively listen, observe, and recommend process improvements
3. You thrive in an entrepreneurial environment, you can bring clarity and simplicity to an environment of ambiguity and are able to do complete work and own outcome
4. You have an exceptional self-directed work ethic
5. You view challenges as opportunities and respond with thoughtful problem-solving
6. You enjoy working alongside someone who works hard to produce top results
7. You enjoy being 10-steps ahead
8. You love knowing every.single.detail yet your communication style is consolidated and effective
9. You crave things to be organized, but are flexible when things aren’t
10. You would self-describe as “poised and professional and one of your strengths is offering top-level service to all, no matter what”

Granite Peak Advisors provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting]]> <