Executive Administrative Assistant

Executive Administrative Assistant (Dedicated Support – Financial Planning Practice) Position Overview The Executive Administrative Assistant serves as a high-impact operational partner supporting two financial planners. This role is responsible for delivering a high-touch client experience, managing all administrative workflows, and ensuring the day-to-day operations of the financial planning practice run efficiently. This is a dedicated role supporting two financial planners and their clients exclusively. The position requires a self-directed, proactive professional who can independently manage competing priorities, anticipate needs, and execute without ongoing oversight.Key Responsibilities Client 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 time allocation - 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 practice Account 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 requirements Workflow & 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 efforts Qualifications - 3–7+ years of administrative, client service, or operations experience (financial planning or wealth management 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 errors Core Competencies - Proactivity & Initiative - Ownership Mentality - Prioritization & Judgment - Operational Discipline - Client Focus - Continuous Improvement Compensation - Base Salary: $72,000 annually - Performance Bonus based on operational accuracy, client service standards, efficiency, and practice growth Role Fit This role is best suited for a self-starter who thrives in a fast-paced environment, can independently manage two financial planners’ priorities, and prefers autonomy over structure. Candidates who require detailed direction or ongoing supervision will not be a fit.