Executive Administrative Assistant

Momentum Wealth Partners; Philadelphia (Philadelphia County); Remote; USD 55,000 - 83,000; Part time

Job summary

Momentum Wealth Partners seeks a highly sophisticated Fractional Executive Assistant to provide elite administrative and operational support to its UHNW wealth management practice. The role is remote and part-time, requiring 10–20 hours per week with US national coverage and East Coast time-zone availability preferred.

Responsibilities include calendar management across multiple time zones, screening requests, coordinating high-touch meetings, and handling money movement tasks across Fidelity,

Qualifications

• 5+ years supporting C-level executives or advisory founders, preferably in wealth management or family offices.
• Experience with UHNW structures and charitable trusts is highly preferred.
• Strong discretion and ability to maintain confidentiality with sensitive client information.
• Comfort navigating multi-custodian platforms and coordinating complex scheduling across time zones.

Responsibilities

• Manage and optimize complex calendars across all US time zones for the advisor and team.
• Screen scheduling requests, resolve conflicts, and prioritize urgent matters to protect the advisor's time.
• Coordinate high-touch meeting logistics, including client agendas and tech setups (Zoom/Teams).
• Process money movement requests securely across multiple custodian platforms (Fidelity, Schwab, Pershing, etc.).
• Prepare and track critical client paperwork and ensure compliant routing and approvals.
• Maintain data integrity in Redtail CRM and Orion, logging notes and workflows.

Skills

Redtail CRM

Orion CRM

Discretion

Elite communication

Calendar management

Travel logistics

Money movement

Education

Bachelor's degree in Business Administration

Associates degree acceptable

Tools

Fidelity

Schwab

Pershing

LPL

Job description

Company Description Momentum Wealth Partners is a financial services firm focused on supporting entrepreneurial financial advisors who want to grow and manage independent practices. The firm emphasizes breaking free from traditional models and helping advisors chart their own course with tailored guidance and resources. Securities and advisory services are offered through LPL Financial, Member FINRA/SIPC, underscoring a commitment to regulatory compliance and client protection. The team operates within the framework of LPL Financial's licensing requirements, serving residents only in states where representatives are properly registered. This environment offers candidates exposure to a professional, compliance-driven wealth management setting.

Job Description: Fractional Executive Assistant (UHNW Wealth Management)

We are seeking a highly sophisticated, detail-oriented Fractional Executive Assistant (EA) to provide elite administrative and operational support to our Ultra-High-Net-Worth (UHNW) focused Registered Investment Advisor (RIA) practice.

• Position Type: Fractional / Contract (Estimated 10–20 hours per week, with potential to scale)
• Location: Remote / Virtual (US-based national coverage required; East Coast time zone availability preferred)
• Experience Level: 5+ years supporting C-level executives or advisory founders (experience in wealth management, private banking, or family offices is highly preferred)

Key Responsibilities

• Manage and optimize complex business and personal calendars, balancing client meetings, prospect pitches, and internal operational blocks across all US time zones.
• Proactively protect the Advisor's time by screening scheduling requests, resolving conflicts, and prioritizing urgent matters.
• Coordinate high-touch meeting logistics, including preparing client agendas, confirming tech setups (Zoom/Teams), or arranging luxury dining/meeting venues.
• Coordinate and track high-priority, secure money movement requests (e.g., fed wires, ACH setups, capital calls, and journaling) across multiple institutional custodian platforms (e.g., Schwab, Fidelity, Pershing).
• Assist with the preparation, routing, and tracking of critical client paperwork, monitoring pending forms to ensure seamless execution.
• Ensure all documentation and money movement requests strictly align with internal compliance frameworks and fraud-prevention verification policies.

Charitable Trust & Gifting Support

• Assist in the administrative oversight of specialized client structures, including Charitable Remainder/Lead Trusts (CRTs/CLTs) and Donor-Advised Funds (DAFs).
• Coordinate seasonal or recurring gifting schedules, ensuring smooth routing of security donations or cash grants to designated charities.
• Partner with the advisor to compile relevant trust documentation and reports for clients' CPAs and tax attorneys.
• Maintain absolute data integrity within Redtail CRM and the Orion ecosystem by logging detailed client notes, managing workflows, tracking tasks, and keeping client profiles pristine.
• Leverage Orion for reporting readiness, ensuring client information matches up seamlessly across the tech stack and custodian records.

Bespoke Travel & Itinerary Coordination

• Plan and execute seamless, end-to-end luxury travel arrangements (flights, five-star accommodations, ground transit, dining reservations).
• Produce detailed, minute-by-minute travel itineraries that account for multiple time zones, meeting locations, and personal client preferences.

Required Qualifications & Skills

• CRM & Wealthtech Mastery: Hands-on, demonstrable experience navigating Redtail and Orion to track client activity and drive internal workflows.
• Multi-Custodian & Operational Acumen: Comfort and experience handling the paperwork, security verification protocols, and digital portals required for institutional-grade money movement in Fidelity, Schwab and possibly LPL platforms
• UHNW Structure Familiarity: A solid baseline understanding of advanced wealth-planning structures, specifically charitable trusts and gifting mechanisms.
• National Coverage Flexibility: Ability to dynamically manage schedules and tasks across Eastern, Central, Mountain, and Pacific time zones.
• Discretion: An absolute, unwavering commitment to maintaining strict confidentiality regarding client net worth, personal details, and proprietary business data.
• Elite Communication: Exceptional verbal and written communication style tailored to interface smoothly with ultra-affluent individuals, family offices, and center-of-influence (COI) partners like CPAs.

Qualifications

• Strong Administrative Assistance and Clerical Skills, including scheduling, document preparation, data entry, and records management.
• Demonstrated Executive Administrative Assistance experience, supporting senior leaders with complex calendars, travel arrangements, and confidential information.
• Professional Phone Etiquette and Communication skills, with the ability to interact clearly and courteously with clients, colleagues, and external partners.
• High level of organization, time management, and accuracy, with the ability to prioritize multiple tasks and meet deadlines.
• Proficiency with office productivity tools (e.g., Microsoft Office or similar), and comfort learning new systems or CRM platforms.
• Ability to work effectively in a hybrid environment, maintaining reliability and responsiveness both in-office and remotely.
• Prior experience in financial services or a professional services firm is preferred but not required.
• Associate's or Bachelor's degree in Business, Administration, or a related field, or equivalent relevant work experience.