Job description

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our growing team and directly assist the firm’s owner. This is a dynamic, fast-paced role that combines traditional administrative responsibilities with significant financial, HR, operational, and executive-support duties. The ideal candidate thrives in a professional environment, exercises sound judgment, maintains strict confidentiality, and possesses strong technical, analytical, and interpersonal skills.

Key Responsibilities

Direct Support to Owner

• Provide property management support for real estate holdings (maintenance coordination and tenant relations).
• Schedule and coordinate client, advisor, and office meetings.
• Prepare documents for client meetings and facilitate follow up action items.
• Monitor and respond to emails and other client correspondence.

Office Management & Event Coordination

• Assist owner with payroll management, benefits administration and PTO tracking.
• Answer phones, screen calls, take messages, and handle routine client/advisor inquiries.
• Plan and execute client appreciation events and community outreach activities.
• Support marketing and branding initiatives (website updates, community messaging, etc.)
• Organize and maintain electronic/hard-copy records with accuracy and confidentiality.
• Manage office supplies, client refreshments, and general office needs.

Financial Management Support & Reporting (Firm and Personal)

• Assist owner with firm and associated business finances including budgeting, forecasting, expense management, tax planning, debt management, and insurance.
• Prepare profit & loss statements, balance sheets, and cash-flow forecasts.

Job requirements

Required Skills & Competencies

• Mastery of QuickBooks and advanced proficiency in Microsoft Excel.
• Exceptional written and verbal communication skills with high emotional intelligence.
• Strong technical aptitude and comfort learning new systems quickly.
• Proven ability to identify issues, gather information, and resolve complex problems.
• Impeccable attention to detail, sound judgment, and unwavering confidentiality.
• Resourceful, proactive, and able to prioritize effectively in a fast-paced environment.
• Responsive and client-service oriented.

Education & Experience

• Associate’s degree or higher in Business, Finance, Accounting, Administration, or related field (Bachelor’s degree preferred).
• Equivalent professional experience considered in lieu of degree.

If you are reliable, resourceful, and eager to play a pivotal role in a values-driven financial advisory firm, we’d love to meet you.