Executive Assistant

Job Description
Position Summary

The Executive Assistant provides high-level administrative, project management, and operational support to Kennedy Financial Group's ("KFG") President, ensuring seamless execution of meetings, communications, and firm priorities. This role proactively manages calendars, inboxes, reporting, and follow-through while coordinating strategic initiatives, marketing execution, and team logistics to protect leadership focus and drive accountability. The Executive Assistant embodies a service-minded, detail-oriented approach that simplifies complexity, anticipates needs, and supports exceptional client and team experiences.

Duties & Responsibilities

1) Meetings & communications

• Build agendas, collect updates in advance, and facilitate the Weekly Team Meeting and Wealth Advisor Meeting to keep discussions on track and drive clear next steps.
• Own data collection and reporting for KFG scorecard and dashboard tracking.
• Gather updates from team members on quarterly rocks and progress toward the One Page Business Plan.

2) Executive support: calendar, inbox, and follow-through

• Manage President's calendar and scheduling for professional and personal meetings, including clients, prospects, centers of influence, and networking commitments.
• Manage President's email inbox with strong judgment: draft and respond where appropriate, triage and route items to the right owner, and track follow-ups through completion.
• Help ensure follow-through by routing key Slack messages to the appropriate owner and confirming next steps are captured.
• Set out-of-office messaging on email and phone as needed.

3) Operations, logistics, and projects

• Serve as project manager for special team initiatives by coordinating timelines, owners, check-ins, and deliverables.
• Coordinate logistics for team strategy meetings and outings.
• Book and coordinate conference travel, including researching options and pricing.
• Handle personal administrative requests (reservations, appointments, etc.).
• Process and distribute incoming mail daily in line with firm procedures.
• Compile and deliver weekly scorecard numbers ahead of the Wealth Advisor meeting.
• Own the organization of major firm tools like Notion and Dropbox.

4) Marketing plan execution

• Work with KFG leadership on firm marketing strategy and execute the related action items.
• Coordinate with outside vendors like designers and marketing specialists to help implement strategy.
• Own the weekly newsletter process end-to-end: gather input, edit for clarity and tone, coordinate compliance submission, and build and schedule distribution.
• Coordinate KFG firm events like client appreciation events, workshops, seminars, and other ongoing events throughout the year.
• Lead a regular marketing strategy meeting with the President and Vice President.

This is not a complete list of all responsibilities. Other duties may be expected or assigned.

Key Characteristics

• Embodies KFG's 6 Core Values of:
  1. Extreme Client Care
  2. No Excuses
  3. Challenge the Status Quo
  4. Make the Complex Simple
  5. Team Before Self
  6. Go the Extra Mile
• Comfortable learning new technology and tools
• Proactively anticipates needs and looks for opportunities to support others
• Comfortable holding others accountable respectfully and bringing new ideas
• Self-directed; does not wait for instructions
• Service mindset with extreme care for clients and team members

How to Apply: Please Include a Video Introduction with Your Resume

• Record a 2 to 3-min video introducing yourself
• Submit your Video Introduction to our Dropbox
• Please include:
• Your name
• A personal statement that describes your overall skills, abilities and experience
• What makes you qualified for the new position
• Any additional details that help introduce yourself to KFG
• You may submit your resume through our Dropbox or via the recruiting site

Required Skills and Abilities

• Strong project management skills with the ability to keep project momentum and stay on schedule through strategic planning, and effective handling of multiple tasks, priorities, and projects simultaneously
• Able to ensure tasks and projects are handled effectively and on time without dropped hand offs or missed deadlines
• Skillful team coordinator who protects the advisor team's time and focus through proactive planning, communication, and follow-through
• Ability to communicate clearly and proactively with professional tone and demeanor both in person and in writing; consistently closes communication loops without being asked
• Handles sensitive information with discretion
• Ability to follow detailed procedures and instructions
• Ability to remain focused and organized in a fast-paced environment with changing priorities
• Professional written or verbal communication and prioritizes responsiveness
• Ability to exercise sound judgment and escalate issues appropriately
• Ability to work independently while following supervisory direction

Education and Experience

• High school diploma or equivalent required
• 1 to 3 years' experience in project management, KPI/scorecard management, and reporting preparation preferred
• 1 to 3 years' experience in executive-level administrative support, executive scheduling, and coordinating domestic business travel preferred
• Ability to meet LPL Background Check requirements for financial employees (fingerprinting, employment verification, educational history, criminal records, and credit history)
• Must sign a Confidentiality/Non-Disclosure Agreement

Physical Requirements

• Ability to sit for extended periods at a desk analyzing data or using a computer.
• Constant use of hands, fingers, and eyes for typing, using a mouse, and looking at monitors.
• Frequent lifting or carrying 10-20 lbs, up to 30 lbs for occasional office materials.
• Reaching, bending, stooping, standing, and walking to office files or machines
• Talking and hearing for in-person or online meetings and phone calls.
• The environment isprimarily a professional office setting with quiet to moderate noise.
• Occasional travel for business errands, events coordination, and local business needs.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Kennedy Financial Group is an equal opportunity employer.

Benefits

KFG Offers a highly competitive Benefits Package including:

• Remote Work on Fridays (in-office work Monday through Thursday)
• Paid Time Off
• Paid Holidays
• Paid Sick Time

Insurance benefits include:

• Medical
• Dental
• Vision
• Long Term Disability
• Short Term Disability
• Life