Executive & Personal Assistant

We are seeking a highly organized, proactive, discreet, and detail-oriented Executive & Personal Assistant to provide comprehensive support to the founders of a high-growth and renowned financial advisor firm. The ideal candidate will be a trusted partner who can effectively manage both professional and personal responsibilities, anticipate needs, solve problems, and keep priorities moving forward. This individual will demonstrate exceptional communication, time-management, organizational, and prioritization skills and will be comfortable working in a fast-paced environment where priorities may change quickly. The Executive & Personal Assistant will manage daily administrative functions, coordinate business and personal schedules, assist with strategic and special projects, coordinate travel and events, and serve as a trusted point of contact for both internal and external communications.

Key Responsibilities
Executive Support
• Manage calendars, schedules, appointments, and commitments for the founders.
• Coordinate meetings, appointments, and other engagements to ensure schedules are organized and efficient.
• Serve as a primary point of contact between the founders and internal/external contacts, ensuring timely and professional communication.
• Prepare for meetings by organizing agendas, materials, documents, and necessary information.
• Take meeting notes and track follow-up items and deadlines.
• Draft, proofread, and manage correspondence, reports, presentations, and other documents.
• Maintain organized physical and digital filing systems.
• Handle confidential business and personal information with the highest level of discretion. Personal Support
• Manage and coordinate personal appointments, commitments, and schedules.
• Assist with personal travel planning, reservations, itineraries, and related arrangements.
• Coordinate personal errands, deliveries, purchases, and other tasks as needed.
• Assist with gift selection, purchasing, wrapping, shipping, and special occasions.
• Research and coordinate personal services, vendors, reservations, and other needs.
• Assist with planning and coordinating personal and family events.
• Help manage personal correspondence, invitations, and other time-sensitive items.
• Track and organize personal information, documents, and expenses when requested.
• Anticipate the founders' needs and proactively take care of details before they become issues.
• Provide occasional support outside of normal business hours when necessary for time-sensitive or important personal or business matters. Travel & Event Coordination
• Arrange business and personal travel logistics, including flights, accommodations, transportation, reservations, and itineraries.
• Coordinate schedules and logistics for conferences, business events, and personal events.
• Ensure the founders have the necessary information, materials, reservations, and arrangements for upcoming travel and commitments. Project & Administrative Support
• Assist with special projects, research, data gathering, and strategic initiatives.
• Track the progress of ongoing initiatives, deadlines, and follow-up items.
• Coordinate projects involving multiple individuals and ensure tasks remain on schedule.
• Identify opportunities to improve organization, efficiency, and communication.
• Take ownership of assigned projects from beginning to completion. Communication & Relationship Management
• Communicate professionally and effectively with employees, clients, vendors, business partners, and personal contacts on behalf of the founders.
• Maintain a high level of professionalism and discretion when representing the founders.
• Build positive relationships with individuals who regularly interact with the founders.
• Use sound judgment when determining what requires immediate attention and what can be handled independently. Qualifications
• Bachelor’s degree in Business Administration or a related field preferred.
• 3+ years of experience as an Executive Assistant, Personal Assistant, or similar role.
• Exceptional organizational, multitasking, and time-management skills.
• Excellent verbal and written communication skills.
• Strong proficiency with Microsoft Office Suite, Google Workspace, and other office management systems.
• Strong attention to detail and follow-through.
• Ability to anticipate needs and take initiative without requiring constant direction.
• Strong problem-solving skills and sound judgment.
• Ability to handle confidential business and personal information with a high degree of discretion.
• Comfortable managing frequently changing priorities in a fast-paced environment.
• Ability to work independently while also collaborating effectively with others.
• Professional, polished, dependable, and service-oriented demeanor. Working Conditions
• Full-time position, typically Monday through Friday, 8:30 a.m. to 5:30 p.m.
• Flexibility may occasionally be required based on the founders' business and personal schedules.
• Some evening or weekend availability may occasionally be necessary for special events, travel, or time-sensitive matters.
• The role requires a high level of trust, discretion, responsiveness, and flexibility.

Salary:
• $60,000-$80,000 DOE