Executive Assistant

Executive Assistant

The Executive Assistant provides high-level administrative support to the President and the broader leadership team. This role requires exceptional organization, communication, and discretion, as the Executive Assistant will regularly handle confidential firm, client, and employee information. The ideal candidate is proactive, detail-oriented, and comfortable working in a regulated financial services environment.

Key Responsibilities

• Manage complex calendars, scheduling, and meeting logistics across multiple time zones and office locations
• Coordinate domestic travel, including itineraries, accommodations, and expense reconciliation
• Prepare agendas, take meeting notes, and track action items to completion
• Draft, proofread, and format correspondence, presentations, and internal reports
• Serve as a point of contact between the executive and internal teams, clients, vendors, and other external parties

• Process expense reports and invoices in line with firm policies and approval workflows
• Coordinate leadership meetings, board or owner meetings, and firm events
• Maintain organized filing systems, both electronic and physical
• Provide administrative and project coordination support for special projects as assigned by leadership

• Follow the firm's Code of Ethics, compliance manual, and written policies and procedures
• Preserve business communications and records in accordance with the firm's recordkeeping obligations under the Investment Advisers Act (including Rule 204-2)
• Use only firm-approved communication channels for business purposes; personal email, personal text messaging, and unapproved messaging apps may not be used for firm business
• Safeguard nonpublic personal information of clients in accordance with Regulation S-P and the firm's privacy and information security policies
• Route any marketing materials, client communications, or public-facing content to Compliance for review as required under the firm's Marketing Rule procedures
• Promptly escalate potential compliance concerns, client complaints, or gifts and entertainment matters to the Chief Compliance Officer
• Complete annual compliance training and required attestations

Qualifications

• 2+ years of experience as an executive or administrative assistant, preferably supporting senior leadership
• Experience in financial services, wealth management, or another regulated industry strongly preferred
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) or equivalent tools
• Excellent written and verbal communication skills
• Demonstrated ability to handle sensitive information with complete discretion
• Strong organizational skills and the ability to manage competing priorities
• High school diploma required; bachelor's degree preferred

Conditions of Employment

• Satisfactory completion of a background check, conducted in accordance with the Fair Credit Reporting Act and applicable state law
• Acknowledgment of the firm's Code of Ethics and compliance policies upon hire and annually thereafter
• If designated an access person under the Code of Ethics, compliance with personal securities reporting and pre-clearance requirements (including initial and annual holdings reports and quarterly transaction reports)