Executive Assistant

Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to senior leadership within a growing firm. This individual will serve as a trusted partner to executives, managing complex calendars, coordinating meetings and travel, assisting with client communications, and supporting strategic initiatives. The ideal candidate is professional, detail-oriented, discreet, and thrives in a fast-paced, client-focused financial services environment.

Overview of the Executive Assistant Role:

• Manage complex calendars, appointments, and scheduling for executive leadership.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and expense reporting.
• Prepare meeting agendas, presentations, reports, and supporting materials.
• Attend meetings as needed, take notes, and track action items to completion.
• Prioritize and manage incoming communications, ensuring timely follow-up and response.
• Serve as a professional point of contact for clients, business partners, and vendors.
• Coordinate client meetings, conferences, and appreciation events.
• Prepare client meeting packets, investment materials, and presentation documents.
• Assist with onboarding new clients and maintaining organized client records.
• Maintain strict confidentiality regarding client financial information and executive communications.
• Support day-to-day office operations and executive administrative needs.
• Process expense reports, invoices, and reimbursement requests.
• Organize and maintain electronic and physical filing systems.
• Assist with vendor coordination, office supplies, and facilities-related needs.
• Coordinate internal meetings, training sessions, and company events.
• Assist with special projects and strategic initiatives across the organization.
• Track deadlines, deliverables, and follow-up items for executive leadership.
• Support document preparation, proofreading, and formatting.
• Help streamline administrative processes and identify opportunities for increased efficiency.

Preferred Qualifications for the Executive Assistant:

• Associate's or Bachelor's degree preferred.
• 5+ years of executive assistant experience supporting C-suite executives or senior leadership within a wealth management firm, family office, public accounting firm, law firm, consulting firm, or other professional services organization.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• High level of professionalism, discretion, and confidentiality.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with CRM systems (Salesforce, Redtail, Wealthbox, or similar) is a plus.
• Ability to work independently while maintaining strong attention to detail.