Executive Assistant

Executive Assistant

Excellent opportunity in a business professional environment within the financial services industry.

Position Summary

We are seeking an exceptional Executive Assistant to support our Directors at a leading financial services firm. In this high-impact role, you will serve as a strategic right hand - driving operational excellence and ensuring seamless day-to-day execution. Your sound judgment, proactive mindset, and ability to anticipate needs will be instrumental in the success of our leadership team.

Candidate Characteristic/Disposition

The ideal candidate is a polished professional who thrives in fast-paced, high-stakes environments and takes pride in making things happen. You are detail-obsessed, communicative, and always thinking several steps ahead-anticipating needs rather than reacting to them. You require little oversight, handle sensitive information with the utmost discretion, manage competing priorities with ease, and represent leadership with confidence and poise. You are resourceful, solutions-oriented, highly adaptable to rapidly changing priorities, and ready to take full ownership of this pivotal role.

Core Responsibilities

• Executive Support & Calendar Management: Manage multiple calendars and schedules, coordinate meetings, and arrange high-level travel with precision and discretion. Anticipate conflicts and resolve them independently to ensure optimal efficiency.
• Information & Document Management: Ensure Directors are fully prepared for meetings and deadlines by maintaining organized systems, providing timely updates, and managing confidential documentation with the integrity.
• Meeting Coordination & Follow-Up: Plan and execute meetings, including logistics, materials, and follow-up actions. Review meeting notes to identify and document actionable tasks in the CRM, ensuring accountability and timely completion.
• Communications & Correspondence: Serve as a trusted point of contact-screening, prioritizing, and responding to communications professionally. Maintain a high level of confidentiality and discretion in all interactions.
• Project & Task Management: Support special initiatives and ad hoc projects, ensuring deliverables are completed on time.
• Client & Partner Relations: Act as a liaison between Directors and clients, fostering strong professional relationships and ensuring an exceptional standard of service.
• CRM & Data Entry: Enter and maintain meeting notes, tasks, and follow-ups within the CRM to ensure consistent visibility and progress tracking.
• Travel & Logistics: Coordinate comprehensive itineraries-flights, accommodations, and transportation-ensuring seamless and efficient travel experiences
• Operational Excellence: Continuously assess and improve administrative workflows to enhance efficiency, accuracy, and executive bandwidth.

Core Competencies

• Organizational Excellence: Skilled at prioritizing, structuring information, and maintaining efficient systems.
• Communication: Exceptional written and verbal communication; adept at liaising with high net worth individuals and executives.
• Time Management: Expert at balancing multiple priorities and meeting tight deadlines.
• Problem Solving: Proactively identifies opportunities, anticipates needs, and takes action without prompting.
• Interpersonal Savvy: Builds strong relationships with empathy and professionalism.
• Discretion & Confidentiality: Handles sensitive information with judgment and integrity.
• Adaptability: Thrives in dynamic environments and adjusts seamlessly to evolving priorities.

Skills & Abilities

Education: Bachelor's Degree preferred, High School Diploma required.

Experience: 3 years supporting executives in financial services, legal field, or similarly demanding, client-focused industries. Other professional experience will be considered.

Technical Proficiency: Strong background in Microsoft Office Suite (Word, Outlook, some PowerPoint) and familiar with CRM platforms.

Job Status: Full time

FLSA Status: Exempt

Position Eligible for Telework: Yes, after meeting eligibility requirements.

Department: Client Service, Report to Client Service Manager

Work Schedule:

Standard business hours are expected (8:00 a.m. - 5:00 p.m.); however, this role may require additional time and schedule flexibility based on workload, deadlines, or business demands.

This position is located in Plano TX.

Competitive compensation based on experience. Strong benefits with health insurance, dental insurance fully paid by the employer for employee coverage and 401k and match available.

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.