Executive Personal Assistant

Dedham, MA • Charlesbridge Advisors, LLC The Wealth Management Executive Assistant provides high-level administrative, operational, client service, meeting coordination, and office hospitality support to the Head of Wealth Management and department leadership. This highly visible role serves as a central point of coordination for leadership activities, client engagement efforts, office operations, and account administration. This role requires consistent attention to firm policies, regulatory requirements, documentation standards, and confidentiality. The successful candidate will be a proactive, detail-oriented professional who thrives in a fast-paced environment and demonstrates exceptional organizational, communication, and relationship management skills. This individual will play a critical role in ensuring seamless daily operations, delivering a first-class client experience, supporting regulatory and compliance requirements, and helping leadership maximize effectiveness and efficiency. ESSENTIAL DUTIES AND RESPONSIBILITIES Coordinate day-to-day administrative support for the Head of Wealth Management and department leadership, including prioritizing requests, tracking follow-up items, and ensuring timely execution of key activities. Manage complex calendars and prioritize scheduling needs for the Head of Wealth Management and department leadership. Prepare correspondence, reports, presentations, and other executive materials. Coordinate travel arrangements and related logistics as needed. Manage confidential information with the highest level of discretion and professionalism. Assist with special projects and strategic initiatives led by department leadership. Client Service & Communications Serve as the primary point of contact for incoming calls, visitors, clients, and prospects. Respond to routine communications on behalf of the Wealth Management department, ensuring timely and professional follow-up. Coordinate client communications, meeting invitations, confirmations, and post-meeting follow-up. Promote a welcoming, responsive, and professional experience for clients, prospects, and visitors. Meeting, Presentation & Office Coordination Coordinate and schedule client review meetings, prospect meetings, and leadership meetings. Prepare agendas, client review materials, investment presentations, meeting packets, and supporting documentation. Coordinate physical meeting preparation and post-meeting cleanup, including conference room setup, catering, refreshments, materials, and restoration of meeting spaces. Coordinate meeting logistics and technology readiness, including room reservations, audiovisual setup, virtual meeting access, presentation readiness, and troubleshooting support as needed. Manage office hospitality functions, including kitchen organization, refreshments, and related inventory. Support daily office operations that promote an organized, client-ready, and efficient Wealth Management environment. Wealth Management Operations Support the opening, maintenance, and closing of a variety of account types, including individual, joint, trust, retirement, and business accounts. Coordinate collection and processing of client documentation and account paperwork. Maintain accurate client records and supporting documentation. Liaise with custodians, clients, and internal partners to facilitate account servicing and operational requests. Compliance & Risk Management Ensure adherence to firm policies, procedures, and regulatory requirements. Maintain required records and documentation in accordance with compliance standards. Support compliance reviews, audits, and reporting requirements as necessary. Escalate potential compliance concerns appropriately and promptly. Comply with the firm's Code of Ethics, including disclosure of personal securities holdings and brokerage accounts, and adherence to applicable personal trading, reporting, and pre-clearance requirements. Consider this description to be the foundation of your job, not its boundaries. Expect to participate in internal and external training sessions and activities not described here which enhance the quality of service to the client. Requirements QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EXPERIENCE/EDUCATION 3+ years of executive assistant, senior administrative, wealth management, financial services, or related experience. Exceptional organizational and time-management skills. Strong written and verbal communication abilities. Demonstrated ability to manage multiple priorities and deadlines. Advanced proficiency with Microsoft Outlook, Word, PowerPoint, and Excel. Professional presence and commitment to delivering exceptional client service. Ability to handle confidential and sensitive information with discretion. Preferred Experience supporting senior executives, business leaders, or investment professionals. Prior experience within wealth management, private banking, investment management, or financial services. Familiarity with account opening and maintenance processes. Experience preparing executive presentations and client-facing materials. Understanding of financial services compliance and regulatory requirements. Calendar & Meeting Management Wealth Management Operations Communication & Relationship Management Attention to Detail Professional Judgment & Discretion Organizational Effectiveness Compliance Awareness Initiative & Accountability SKILLS Basic knowledge of the banking and financial services industry including federal laws and regulations. Willingness to gain new knowledge and technical skills. Intermediate typing skills to meet the production needs of the position. Intermediate math skills: the ability to calculate interest, commissions, proportions, and percentages; balance accounts; add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals; locate routine mathematical errors; compute rate, ratio, and percent, including the drafting and interpretation of bar graphs. Exceptional verbal, written, and interpersonal communication skills with the ability to apply common sense to carry out instructions and instruct others, train personnel, read, analyze, and interpret documents and professional journals, understand procedures, write reports, correspondence, and procedures, speak clearly to customers and employees. ADDITIONAL JOB REQUIREMENTS / ADA CONSIDERATIONS The employee must be able to communicate effectively with internal and external stakeholders, including but not limited to, clients, prospects, employees, management, and external partners in person, by phone, virtually, and in writing; read, interpret, and prepare business, banking, regulatory, proposal, contract, and client documentation as applicable to the role; and apply business- and financial-related concepts, analysis, or calculations as appropriate to the role. Work is primarily performed in a professional office environment and may include client locations, meetings, presentations, conferences, association events, and other business development settings. This role requires regular use of a computer, phone, virtual meeting tools, and standard office technology; the ability to review screens and documents; occasional travel within the market area; and occasional lifting or moving of materials up to 10 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, consistent with applicable law. KEY POINTS Charlesbridge Advisors, LLC is committed to providing equal opportunity for all employees and applicants without regard to race, color, religion, gender, sexual orientation, age, marital status, national origin, physical or mental disability, veteran or disability status, gender identity, or expression, citizenship, genetic information, ancestral origin, military status, pregnancy, childbirth, and or conditions relating to pregnancy or any other related medical conditions or any other status protected by Federal, State or local laws. Here at Charlesbridge Advisors, LLC, we strive to foster a culture where every voice is valued and where employees have a sense of belonging and connection with each other. We are dedicated to creating a work environment that understands, supports, and welcomes diverse perspectives and backgrounds. Together, we will create an inclusive and culturally competent and supportive environment where employees model behavior that enriches the organization and the communities we support. PAY RANGE DISCLOSURE The pay range for this position is $33.96 to $45.44 per hour and is the lowest to highest salary Charlesbridge Advisors, LLC in good faith believe we would pay for this role at the time of this posting. The Company may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, sales or revenue-based metrics, and business or organizational needs and affordability. #J-18808-Ljbffr