Office Manager & Executive Assistant

Description

About the Firm (Confidential Client)

A confidential financial advisory practice in Warrenville, IL is seeking an Office Manager & Executive Assistant to join its trusted and growing team. The firm is dedicated to guiding clients-including executives, widows, and business owners-in stewarding their legacies across generations through holistic and philanthropic financial planning.

The organization fosters a values-driven and faith-forward culture , emphasizing humility, service, and excellence. The right candidate will thrive in an environment where professionalism and purpose go hand in hand, and where faith-informed principles shape how the team serves clients and supports one another.

Position Summary

The Office Manager & Executive Assistant is a critical member of the team, ensuring smooth daily operations, delivering exceptional client service, and supporting the leadership team in their mission. This multifaceted role blends executive assistant, front desk reception , and office management duties.

As the gatekeeper for the CEO's time, energy, and calendar , this individual must balance warmth with professionalism-protecting focus and priorities while ensuring clients and guests are welcomed with care. The ideal candidate is tech-savvy , proactive, organized, and thrives in a fast paced and people-centered environment.

Core Position Objectives

• Deliver proactive, high-touch client service that anticipates needs and ensures consistent follow-up.
• Elevate the client experience through hospitality, excellence, and attention to detail.
• Maintain a well-organized, efficient office environment that supports client satisfaction and referrals.
• Serve as the primary gatekeeper for the CEO's time and priorities, ensuring alignment with business goals and energy management.
• Shield the CEO and Financial Planners from routine issues so they can focus on client relationships and strategic initiatives.

Key Duties and Responsibilities

Client Service & Reception

• Warmly greet clients and visitors, both in person and via phone, creating a positive first impression.
• Build strong relationships through professionalism, empathy, and service-minded communication.
• Manage appointment scheduling, confirmations, and client touchpoints.
• Continuously improve client experience and workflow processes.
• Prepare conference rooms and meeting materials for client appointments.

Executive Assistant

• Manage the CEO's email, calendar, and travel logistics with discernment and discretion.
• Prioritize tasks and commitments, ensuring the CEO's time aligns with the firm's strategic goals.
• Support the CEO, COO, and advisors with reports, scheduling, and administrative projects.
• Handle confidential information with the utmost professionalism and integrity.

Office Management

• Oversee daily office operations including mail, supplies, and coordination with vendors and building management.
• Partner with technology providers to maintain seamless systems and troubleshoot issues.
• Maintain accurate client data and records in the firm's CRM.
• Ensure compliance with all internal and regulatory requirements.
• Plan and execute client appreciation events-including logistics, vendors, venues, and guest communications.

Required Qualifications

• Previous experience as an Executive Assistant, Office Manager, or Receptionist required.
• Comfortable working in a front desk / reception environment and engaging directly with clients.
• Tech-savvy and proficient in Microsoft Office with the ability to learn new tools quickly.
• Excellent written and verbal communication skills.
• Detail-oriented, organized, and proactive with strong problem-solving abilities.
• Able to manage time effectively and work independently with minimal supervision.
• Professional presence, sound judgment, and high emotional intelligence.

Preferred Experience

• Experience in wealth management or financial services .
• Familiarity with industry terminology, CRM systems, and compliance processes.
• Background in event planning or client engagement.

Core Values

Team Player

• Positivity and collaboration
• Helping each other in time of need
• Iron sharpens Iron, but a bad apple spoils the bunch

Reliable

• Trusted to work independently
• Complete work on time, as promised, and with attention to detail
• Makes us trusted and referrable to clients

Pursue Excellence

• Challenge yourself to continue growing and seeking new skills and knowledge
• Thriving vs. Arriving
• As a team and as individuals we strive for continuous improvement

Humility

• Teachable, coachable, and readily give credit to others
• Seek to humbly guide clients vs. being the star with all the answers
• Own mistakes and look to right wrongs

Big Picture Thinking

• Strategic thinking and operating with a purpose, and not just checking the box
• Anticipate problems through deep understanding of both nuance and larger situation
• Flat organization allows for meaningful contributions from those that "get it"

Location : Warrenville, IL

Compensation : $55,000 - $75,000 based on experience

Bonus : $10,000 annually

Salary

$55,000 - $75,000 per year