Virtual EA

Executive Assistant / Practice Operations Coordinator
Position Type: Full-Time

Location: Hybrid - 40% Remote

Atlantic Planning Group is seeking a highly organized and proactive Executive Assistant / Practice Operations Coordinator to support a senior financial advisor and growing advisory practice. The role is responsible for managing scheduling, coordinating client communications, supporting marketing activities, maintaining distribution lists, and ensuring the daily operations of the practice run efficiently.

This role helps the advisor stay focused on client relationships, business development, and strategic growth by owning the administrative and operational details that keep the practice organized, responsive, and efficient. Success means maintaining an organized calendar, ensuring clients are well‑served, and creating a consistent flow of appointments and client engagement activities.

Prepare meeting agendas and supporting materials as directed

Serve as a professional first point of contact for clients

Assist with client appreciation initiatives, holiday outreach, and event communications

Marketing & Outreach Support

Support social media and digital marketing activities as directed

Coordinate printing, mailing, and fulfillment of marketing materials

Track marketing projects and ensure timely execution

Office Operations

Maintain office organization and administrative systems

Coordinate vendor relationships and office supply management

Assist with document preparation, scanning, and filing

Support special projects and administrative initiatives as assigned

Microsoft Outlook, Word, Excel, and PowerPoint

Calendly or similar scheduling platforms

CRM and client management systems such as Salesforce

AI‑powered meeting note and transcription tools such as Zocks

AI productivity tools such as ChatGPT or Microsoft Copilot

Zoom and virtual meeting technologies

Basic social media and digital marketing platforms

3+ years of experience in an Executive Assistant, Administrative Assistant, Office Manager, Client Service, or Practice Operations role

Experience supporting a financial advisor, professional services firm, executive, or small business owner

Marketing coordination, event planning, or client engagement experience preferred

Professional phone and client service skills

Reduce administrative burden on advisors and staff

Help create operational capacity that allows advisors to spend more time serving clients and growing the business

Growth Opportunity
This position offers long‑term growth within a successful financial services practice. Team members will have opportunities for professional development, expanded responsibilities, and participation in industry training programs as appropriate, including exposure to financial services operations and advisor development programs.

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