Executive Assistant

Executive Assistant

We are looking for an experienced Executive Assistant to support leadership and deliver high-quality client service within a wealth management environment. This long-term contract position is ideal for a highly organized individual who can manage executive priorities, oversee client-related administrative activities, and maintain a seamless experience for clients and partners. The role focuses on coordination, documentation, and operational support rather than investment analysis or advisory functions. Success in this position requires discretion, strong follow-through, and familiarity with the workflows commonly used in financial services offices.

Responsibilities

• Manage executive calendars, schedule meetings, coordinate appointments, and handle travel planning to keep leadership organized and prepared.
• Maintain accurate client information, activity records, and follow-up tasks within the firm's CRM or comparable wealth management platform.
• Prepare paperwork and supporting materials for client meetings, onboarding activities, and ongoing service requests.
• Partner with custodians and external financial platforms to process account-related documentation and resolve administrative items efficiently.
• Support operational requests such as account openings, asset transfers, beneficiary updates, required distributions, and cash movement transactions.
• Monitor outstanding client needs from intake through completion, providing timely updates and proactive follow-up when necessary.
• Organize confidential electronic files and documentation to ensure records remain complete, secure, and easy to access.
• Communicate effectively with clients, vendors, and external service providers while representing the firm with a high level of care.
• Contribute to special projects and help improve internal administrative procedures that strengthen day-to-day workflow efficiency.

Requirements

• At least 2 years of experience in wealth management, investment advisory, or another financial services setting.
• Practical experience using Wealthbox, Redtail, AdvisorEngine or a similar CRM designed for advisory or wealth management practices.
• Familiarity with custodial platforms such as Fidelity, Charles Schwab, Altruist, Pershing, or related providers.
• Strong understanding of client service coordination, account documentation, and administrative processes in a private wealth environment.
• Demonstrated ability to manage calendars, meetings, travel arrangements, and multiple priorities with minimal supervision.
• Excellent written and verbal communication skills, along with strong organizational judgment and attention to detail.
• Proficiency with Microsoft Office, Google Workspace, and standard business technology tools.
• Ability to handle sensitive client and executive information with professionalism and confidentiality.