Executive Operations Assistant (Finance/Wealth Management Firm)

Executive Operations Assistant (Finance/Wealth Management Firm)
Location: Jacksonville, FL
Salary: $60,000 - $80,000 + Benefits
Benefits: Health/Dental/Vision Insurance, 401(k) w/ match, PTO, Professional Development Support
Job Type: Full-Time | On-site
Typical Hours: Monday–Friday, 40–45 hours/week
Start Date: ASAP
Sponsorship is not available

Executive Operations Assistant (Finance/Wealth Management Firm) Description

Our client, a dynamic and growth-oriented boutique wealth management firm, is seeking a systems-minded, intellectually sharp Executive Assistant who excels at high-volume, multi-party scheduling and thrives in environments where precision and follow-through are mission-critical. This role directly supports the firm’s Owner and is best suited for someone who enjoys building structure, managing complex logistical workflows, and keeping a busy executive tightly aligned. The ideal candidate has experience handling 15-20+ appointments per week, managing competing priorities across multiple calendars, and coordinating with several stakeholders at once. You should be energized by solving scheduling puzzles, creating order out of complexity, and preparing meetings with airtight accuracy – including checklists, prep materials, and process documentation. This is a high-impact role with visibility into senior-level decision-making and the opportunity to build operational systems that elevate the entire firm.

Executive Operations Assistant (Finance/Wealth Management Firm) Responsibilities

•    Own and orchestrate a high-volume executive calendar involving multiple parties and shifting priorities
•    Proactively prepare and coordinate meeting logistics, agendas, presentations, and travel arrangements
•    Create and maintain checklists, templates, and scheduling workflows 
•    Serve as gatekeeper for email, calls, and meeting requests 
•    Prepare decks, documents, and client-facing materials with accuracy and polish
•    Track deadlines, action items, and commitments, ensuring nothing slips through the cracks
•    Maintain organized systems for files, client records, and information flow
•    Support operational and strategic projects through research, analysis, and documentation
•    Track progress and report on follow-ups, outstanding tasks, and project milestones 

Executive Operations Assistant (Finance/Wealth Management Firm) Qualifications

•    Bachelor’s degree required
•    3+ years of experience executive-level support in professional services industry required
•    Experience with high-volume, complex scheduling involving multi-party coordination required
•    Strong communication (written and verbal) and numerical skills required
•    High proficiency with MS Office (Word, Excel, PowerPoint) required