Executive Assistant

Our client is a dynamic, boutique wealth management firm looking to add an experienced Executive Assistant to support the Founder and team. The firm’s mission is to help smart people make smart decisions through robust integrated planning. No matter how complex the clients' financial world may be, we focus on bringing clarity to the path and giving them the freedom to pursue their passions. 

The firm provides comprehensive financial planning, education funding strategies, holistic wealth management, retirement planning, and risk management and is equipped to handle fee-based financial planning, and fee-based investment advisory solutions, as needed.

Responsibilities include but are not limited to:

• Calendar management for the Founder/team to include:
• Contact clients to schedule and confirm appointments- this averages 15 meetings per day
• Schedule & re-schedule meetings as needed
• Prioritization & ability to efficiently operate in a fast-paced environment
• Protect time as needed
• Schedule Annual Reviews
• Maintain a system for scheduling intra-year meetings with clients based on each’s clients review cycle
• CRM management: ongoing review of client records to ensure accuracy and completeness. 
• Input client information into the system and updating across all platforms as needed
• Maintain the segmentation and servicing system in CRM
• Referral Input into CRM 
• Prepare the Founder/team for the week ahead meetings 
• Manage travel arrangements as needed 
• Prepare marketing lists for the Founder/team
• Update and manage master client list
• Manage special projects such as client birthdays, specific events, etc.
• Plan and execute client events when needed 
• Enhance the organization of the team and find efficiencies for the Founder
• Email existing or new clients for meetings using a structured template and system
• Contact clients to confirm receipt of forms or request return of completed form and maintain current client information
• Handle case notes, process correspondence and maintain client case files
• File new statements, account forms, and other insurance/investment-related materials

Requirements

• Minimum of 3 years of E.A./administrative experience in financial services
• Ability to work with a fast-paced, dynamic team- clients are fast-moving high/ultra-high-net-worth
• Extremely high attention to detail
• Ability to communicate clearly and effectively 
• Excellent verbal and written communication skills
• Strong time management and prioritization skills
• Accuracy and care for legal documents and confidentiality of clients
• Appreciation for a compliance-rich environment

Compensation

• $75K - $95K base salary + bonus opportunity
• Full benefits including medical insurance, dental insurance, vision insurance, life insurance, long-term disability insurance, 401K with 3% match, employer-funded HSA, paid holidays and PTO.