EXECUTIVE ASSISTANT
Pittsburgh, PA
$80,000-$110,000
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to senior leadership within a growing firm. This individual will serve as a trusted partner to executives, managing complex calendars, coordinating meetings and travel, assisting with client communications, and supporting strategic initiatives. The ideal candidate is professional, detail-oriented, discreet, and thrives in a fast-paced, client-focused financial services environment.
OVERVIEW OF THE EXECUTIVE ASSISTANT ROLE:
- Manage complex calendars, appointments, and scheduling for executive leadership.
- Coordinate domestic and international travel arrangements, including itineraries, accommodations, and expense reporting.
- Prepare meeting agendas, presentations, reports, and supporting materials.
- Attend meetings as needed, take notes, and track action items to completion.
- Prioritize and manage incoming communications, ensuring timely follow-up and response.
- Serve as a professional point of contact for clients, business partners, and vendors.
- Coordinate client meetings, conferences, and appreciation events.
- Prepare client meeting packets, investment materials, and presentation documents.
- Assist with onboarding new clients and maintaining organized client records.
- Maintain strict confidentiality regarding client financial information and executive communications.
- Support day-to-day office operations and executive administrative needs.
- Process expense reports, invoices, and reimbursement requests.
- Organize and maintain electronic and physical filing systems.
- Assist with vendor coordination, office supplies, and facilities-related needs.
- Coordinate internal meetings, training sessions, and company events.
- Assist with special projects and strategic initiatives across the organization.
- Track deadlines, deliverables, and follow-up items for executive leadership.
- Support document preparation, proofreading, and formatting.
- Help streamline administrative processes and identify opportunities for increased efficiency.
PREFERRED QUALIFICATIONS FOR THE EXECUTIVE ASSISTANT:
- Associate’s or Bachelor’s degree preferred.
- 5+ years of executive assistant experience supporting C-suite executives or senior leadership within a wealth management firm, family office, public accounting firm, law firm, consulting firm, or other professional services organization.
- Exceptional organizational and time management skills.
- Strong written and verbal communication abilities.
- High level of professionalism, discretion, and confidentiality.
- Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Experience with CRM systems (Salesforce, Redtail, Wealthbox, or similar) is a plus.
- Ability to work independently while maintaining strong attention to detail.