Executive Assistant to Founder of Wealth Management Firm

Job Description

Job Description

This job is posted on behalf of C-Suite Assistants by Top Echelon.

A wealth management firm is looking for an Executive Assistant to the Founder. The current EA has been in the role for 19 years. The Executive Assistant will have their own office. The office has mountain views, an employee lounge, secure parking and a collaborative, positive culture. Last year the profit sharing added $25K to compensation. The role is 5 days in office.

About the Job:

¨ Own a complex calendar: client meetings, prospect conversations, internal huddles, tax and planning deadlines, and external appointments.

¨ Resolve conflicts early and protect focus time around markets, client reviews, and filing deadlines.

¨ Prepare daily briefs: who, why, materials needed, and follow-up from the last conversation.

¨ Coordinate domestic travel, itineraries, and ground transportation.

¨ Own the owner’s personal and professional organization systems, including calendar hygiene, email workflows, file structure, task tracking, meeting preparation, and follow-up processes.

¨ Design, implement, and maintain simple, reliable systems the owner will actually use.

¨ Evaluate, recommend, and roll out productivity tools as needed (Microsoft 365 plus tools such as Notion, Asana, Monday.com, ClickUp, or similar).

¨ Use AI tools (Grok) to draft, summarize, organize information, and reduce administrative friction.

¨ Train and support the owner on the tools and processes you put in place, so organization does not depend on memory.

¨ Document reusable processes, so work is consistent and transferable.

¨ Screen calls, emails, and visitors; prioritize what needs the owner’s attention.

¨ Draft and proof correspondence that sounds like the firm: clear, professional, and warm.

¨ Serve as a liaison to internal team members, clients, centers of influence, custodians, insurers, and vendors.

¨ Deliver consistent, high-touch service to high-net-worth clients and professional partners.

¨ Draft, format, and proofread presentations, agendas, memos, and meeting materials (Word, Excel, PowerPoint).

¨ Assemble packets for client reviews, planning meetings, and tax-season work.

¨ Take notes, capture action items, and follow through until items are closed.

¨ Organize physical and digital files so nothing sits in a pile, and everything is easy to find.

¨ Maintain confidential client, contract, and firm records in line with privacy, cybersecurity, and retention standards.

¨ Maintain components of compliance.

¨ Support office operations: supplies, vendors, meeting logistics, and client events or dinners.

¨ Assist with special projects (process improvements, system rollouts, event planning, transition from the retiring assistant).

¨ Handle other duties that keep the owner’s office and the firm running well.

About You:

¨ Minimum of 7 years of experience supporting a CEO

¨ BA/BS from a college or university

¨ Experience working at a financial firm a plus

¨ Series 7 license a plus

¨ Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)

¨ Strong communication skills: written and verbal

¨ Understand the importance of confidentiality and trust when supporting a CEO

¨ Polished, professional demeanor and poise to interact with clients

Salary, Profit Sharing, Benefits (medical, dental vision), 401K, Paid Vacation

Hours: 7:30am-4:00pm or 8:00am-4:30pm