POSITION SUMMARY San Francisco Hybrid (2 days/week) Full-Time Executive Assistant
Our client is seeking a dedicated Executive Assistant to provide high-level administrative support, ensuring smooth operations and effective time management. This role involves managing complex calendars, coordinating meetings, travel arrangements, preparing reports and presentations, and acting as a liaison between the Managing Director and internal or external partners and clients. The ideal candidate is highly organized, proactive, and resourceful, with exceptional communication and multitasking skills. They thrive in fast-paced environments, maintaining confidentiality and professionalism while anticipating needs and solving problems independently.
THE FIRM
• Our client is a boutique wealth management firm. They serve senior executives at public companies, partners in management consulting and law firms and other professionals located nationally. They focus on depth and quality of work serving fewer families to provide holistic, comprehensive planning, including stock option analysis, in-depth retirement strategy, tax review, and portfolio re-structuring.
• The Managing Director is a seasoned advisor with 20 years of experience at two Wall Street firms (Merrill Lynch and Morgan Stanley) as well as Strategic Wealth Capital, has an MBA from the University of Chicago Booth School of Business and is a licensed CFP . She was named a Forbes "Top Women Wealth Advisor" Best-in-State for 2023 and 2024 and is frequently invited to speak at company workshops to help executives structure their equity compensation and retirement plans. She loves her work as a financial planner and enjoys synthesizing changes in the macro-economic environment with her clients' dynamic professional and personal lives, to compose advice which is robust, adaptable and personalized for each client family.
JOB RESPONSIBILITIES
As an Executive Assistant, you will:
• Efficiently manage complex calendars, including daily and weekly scheduling with clients, vendors, collaborating professionals, and internal teams.
• Coordinate travel arrangements and manage itineraries.
• Assist with invoice management and payment processing.
• Maintain and update client records in CRM software, ensuring accuracy and completeness.
• Demonstrate exceptional organizational skills and perform well under pressure.
• Handle sensitive information with the utmost discretion and confidentiality.
• Support special projects and perform other tasks as assigned.
• Be proactive and solution-oriented, identifying problems early, proposing solutions, and executing them effectively.
QUALIFICATIONS
• Experience in Wealth Management is not required but is a strong plus.
• Familiarity with Emoney and Charles Schwab (Schwab Advisor Center) is a plus.
• Exceptional accuracy and attention to detail.
• Outstanding written and verbal communication skills, and strong interpersonal abilities.
• Ability to take initiative and work independently with minimal supervision.
• Strong ability to prioritize tasks and manage projects through successful completion.
• Resourcefulness and strong problem-solving skills.
• Proficiency in Microsoft Word and Excel.
PLATFORMS USED
• Redtail (CRM), Outlook, Calendly, Slack, QuickBooks, TripIt