Company Description
At Vital Retirement Planners, we help individuals and families create confident, purpose-driven retirement plans. We take pride in building long-term relationships with our clients through trust, transparency, and exceptional service. As we continue to grow, we're looking for an Executive Assistant who shares our commitment to excellence and can help us elevate the client experience while supporting the day-to-day operations of our advisory team.
Role Description
We're seeking a reliable and proactive Executive Assistant to serve as both the right hand to our leadership team and a key liaison for clients and prospects. This is a client-facing role requiring high emotional intelligence, strong organizational skills, and the ability to manage multiple priorities without missing details.
Key Responsibilities
Calendar & Schedule Management: Coordinate and manage executive calendars, schedule client meetings, prospect appointments, team calls, and personal commitments as needed.
Client & Prospect Communication: Serve as a front-line contact for clients-sending reminders, answering calls and emails, and ensuring timely follow-ups.
Customer Service & Relationship Building: Handle client requests and routine service items with professionalism and warmth, reinforcing our high standards of care.
Appointment Prep & Follow-Up: Assist with meeting prep, paperwork organization, and follow-through tasks using our CRM (Redtail).
Office Organization & Logistics: Maintain a clean and welcoming office environment, organize materials, and oversee vendor or supply needs.
Operational Support: Help streamline internal processes, assist with special projects, and contribute ideas to improve client touchpoints.
Ideal Candidate
3+ years of experience in an executive assistant, office manager, or client service role
Highly organized, efficient, and dependable
Excellent written and verbal communication skills
Comfortable interfacing with high-net-worth clients and prospects
Familiarity with CRM tools (Redtail experience a plus), scheduling tools like Calendly, and general office software (G Suite or Microsoft Office)
Energetic, service-minded, and solutions-focused
Qualifications
- Proficiency in Executive Administrative Assistance and Administrative Assistance
- Strong Communication and Phone Etiquette skills
- Clerical Skills and a high level of organization
- Excellent written and verbal communication skills
- Ability to work independently and manage multiple tasks
- Proficiency with office software and tools (e.g., Microsoft Office Suite)
- Prior experience in a similar role is a plus
- Bachelor's degree or equivalent experience is preferred