Executive Assistant

Position Summary

The Executive Assistant (EA) to the Executive Director provides high-level administrative, financial, and project management delivery to ensure the efficient operation of the office. This role requires exceptional organizational skills, attention to detail, and the ability to manage competing priorities while maintaining confidentiality and professionalism. The EA will act as a key liaison between the Executive Director and external stakeholders.

Key Responsibilities

Project Management

• Plan, coordinate, and execute projects from initiation to completion, ensuring alignment with organizational objectives.
• Develop project timelines, track progress, and manage deliverables using tools like Microsoft Project or Trello.
• Facilitate communication among stakeholders to ensure timely project completion.
• Monitor project budgets to ensure adherence to financial constraints.
• Conduct post-project evaluations to document successes and areas for improvement.

Financial Management

• Assist in budgeting and financial planning by tracking expenses and monitoring variances.
• Prepare financial reports and summaries.
• Manage expense reimbursements and ensure compliance with organizational financial policies.
• Support the preparation of forecasts and assist in aligning project budgets with organizational goals.

Administrative Support

• Corporate bookkeeping
• Manage the Executive Director’s calendar, including scheduling meetings, resolving conflicts, and preparing agendas.
• Coordinate travel arrangements, itineraries, and expense reports.
• Draft and review correspondence on behalf of the Executive Director.
• Organize and maintain files, records, and contact databases.
• Serve as a primary point of contact for internal and external communications related to the Executive Director’s office.

Qualifications & Skills

Education & Experience

• Bachelor’s degree in business administration or related field preferred.
• Minimum of 3–5 years of experience in an executive assistant or similar role supporting senior leadership.
• Past experience in a wealth manager or family office is highly advantageous, as it demonstrates familiarity with financial management principles and practices.

Technical Skills

• Strong proficiency in building Microsoft Excel models
• Proficiency Project management tools (e.g., Trello, Asana).
• Familiarity with financial software and bookkeeping tools for budgeting and expense tracking is a plus. (e.g., Xero, Quickbooks)

Core Competencies

1. Organizational Excellence: Ability to manage multiple tasks effectively while maintaining attention to detail.
2. Project Management Expertise: Strong skills in planning, execution, monitoring progress, and adapting to shifting priorities.
3. Financial Acumen: Knowledge of budgeting processes, expense reporting, and basic accounting principles.
4. Communication Skills: Exceptional verbal and written communication skills for liaising with diverse stakeholders.
5. Problem-Solving: Proactive mindset with the ability to anticipate challenges and propose solutions.
6. Adaptability: Flexibility in responding to changing priorities or urgent requests.

Key Attributes

The ideal candidate is proactive, resourceful, highly organized, and capable of working independently while managing confidential information with discretion. Experience in wealth management or family offices can provide a strong foundation for this role by enhancing financial acumen and understanding of high-net-worth client needs.

This position offers an opportunity to play a pivotal role in supporting leadership while contributing meaningfully to organizational success through administrative excellence, financial oversight, and project management expertise to see through the multitude of projects taken on by the executive director.