Executive Administrative Assistant

Executive Administrative Assistant (Dedicated Support – Financial Planning Practice)Position OverviewThe Executive Administrative Assistant serves as a high-impact operational partner supporting twofinancial planners. This role is responsible for delivering a high-touch client experience, managingall administrative workflows, and ensuring the day-to-day operations of the financial planningpractice run efficiently.This is a dedicated role supporting two financial planners and their clients exclusively. The positionrequires a self-directed, proactive professional who can independently manage competingpriorities, anticipate needs, and execute without ongoing oversight.Key ResponsibilitiesClient Service & Relationship Management- Serve as the primary administrative point of contact for both financial planners’ clients- Deliver a consistent, high-quality client experience across both books of business- Proactively anticipate client needs and initiate follow-ups without direction- Maintain accurate, compliant, and up-to-date client records and documentationCalendar & Priority Management- Own and manage both financial planners’ calendars, balancing priorities and optimizing timeallocation- Coordinate all client meetings, plan reviews, and internal scheduling with minimal conflict- Prepare meeting materials and ensure both financial planners are fully prepared- Establish and manage scheduling systems that create efficiency across the practiceAccount Opening & Operations- Lead all aspects of new account opening, transfers, and ongoing account maintenance- Prepare, process, and track paperwork with a high degree of accuracy (minimizing NIGO)- Coordinate with custodians, clients, and internal partners to ensure timely completion- Maintain compliance with firm policies and regulatory requirementsWorkflow & Practice Management- Track and manage all client service workflows across both financial planners to completion- Prioritize tasks effectively across two planners with minimal direction- Organize and maintain systems, files, and operational processes- Support reporting, billing coordination, and data managementPractice Optimization & Initiative- Identify inefficiencies and implement improvements across workflows and client experience- Develop and recommend new ideas to enhance service, organization, and practice growth- Take ownership of systems and continuously refine processes- Support client events, marketing initiatives, and business development effortsQualifications- 3–7+ years of administrative, client service, or operations experience (financial planning or wealthmanagement strongly preferred)- Experience supporting multiple professionals or executives simultaneously preferred- Demonstrated ability to operate independently and manage competing priorities- Strong organizational, time management, and problem-solving skills- Proficiency in Microsoft Office and CRM systems (e.g., Redtail, Salesforce)- Experience with custodial platforms (e.g., Schwab, Fidelity, LPL) preferred- High attention to detail and ability to execute with minimal errorsCore Competencies- Proactivity & Initiative- Ownership Mentality- Prioritization & Judgment- Operational Discipline- Client Focus- Continuous ImprovementCompensation- Base Salary: $72,000 annually- Performance Bonus based on operational accuracy, client service standards, efficiency, andpractice growthRole FitThis role is best suited for a self-starter who thrives in a fast-paced environment, can independentlymanage two financial planners’ priorities, and prefers autonomy over structure. Candidates whorequire detailed direction or ongoing supervision will not be a fit.