Executive Administrative Assistant

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JOB SUMMARY

The Executive Assistant at Provenance Wealth Advisors plays a strategic role in supporting firm leadership and ensuring the seamless operation of executive functions. This position goes beyond administrative support, it requires an individual who anticipates needs, drives efficiency, and serves as a trusted partner to senior leadership. The ideal candidate will bring deep experience, sound judgment, and a client-first mindset within the wealth management and financial planning industry.

DESCRIPTION

Technical Responsibilities

• Manage complex calendars, coordinate meetings, and prepare executive-level materials for internal and client-facing presentations.

• Draft, proofread, and finalize correspondence, reports, financial plans, and confidential materials on behalf of Financial Advisor.

• Maintain and update electronic files including investment, financial planning, and client documentation in alignment with compliance standards.

• Track deliverables, manage follow-ups, and monitor action items across Advisor unit or departmental initiatives.

• Utilize Microsoft Office Suite and industry-specific systems (e.g., CRM, portfolio management software) to support planning, scheduling, and reporting needs.

• Prepare agendas, take minutes, and compile executive reports for management and committee meetings.

• Coordinate travel, reimbursements, and expense reporting for senior leadership.

Client-Facing Responsibilities

• Serve as a professional and confidential liaison between Financial Advisor and clients, ensuring timely and polished communication.

• Support logistics for high-profile client meetings, including agenda preparation, document coordination, hospitality, and post-meeting follow-up.

• Assist in the execution and delivery of client service materials such as financial plans, proposals, and summaries.

• Maintain discretion and professionalism in handling client inquiries and sensitive information.

• Uphold the firm’s service philosophy by ensuring every touchpoint with clients reflects a high standard of care and attention.

Team Responsibilities

• Act as a central communication hub for leadership coordination across departments, up to and including Operations, Advisory Teams, Compliance, and Marketing.

• Partner with department heads to align executive scheduling with broader firm initiatives, training, and strategic planning sessions.

• Train and mentor junior administrative staff on best practices, professional etiquette, and internal tools.

• Collaborate with internal stakeholders to drive project timelines, cross-functional coordination, and event planning efforts.

• Promote a culture of professionalism, accountability, and collaboration consistent with the values of Provenance Wealth Advisors.

Work environment

• This role is based in a professional office environment and routinely uses standard office equipment such as computers, phones, and photocopiers.

• Occasional travel may be required to attend meetings, conferences, and client engagements.

• The role requires the ability to manage multiple priorities and work in a fast-paced, dynamic environment.

• This role requires the ability to maintain strict confidentiality regarding sensitive company and client information.

Education/Experience

• Associate’s degree required; bachelor’s degree preferred.

• Minimum of 7-10 years of experience in an executive support role, preferably in the financial services, wealth management, or professional services industries.

• Advanced proficiency in Microsoft Outlook, Excel, Word, PowerPoint; experience with CRM systems strongly preferred.

• Exceptional written and verbal communication skills.

• Ability to manage multiple priorities under tight deadlines with a high level of discretion and accuracy.

Affirmative Action/EEO Statement:

Provenance Wealth Advisors is an equal opportunity employer and is committed to fostering a diverse and inclusive workplace. We are dedicated to the principles of equal employment opportunity and affirmative action, and we encourage applications from all qualified individuals regardless of race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic. We believe that a diverse workforce enriches our organization and enhances our ability to meet the needs of our clients and community.

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!