Executive Assistant

Gatewood Wealth Solutions; Brentwood (MO); On-site; USD 50,000 - 70,000; Full time

Job summary

A wealth management firm located in Missouri is seeking a highly organized Executive Assistant to provide administrative, scheduling, and logistical support to firm leadership. The role focuses on optimizing executive time, managing complex calendars, and supporting executive-led priorities, including client-facing engagements. Applicants should have over 3 years of experience in executive support roles, as well as proficiency in tools like Microsoft Outlook and CRM systems. This position emphasizes communication skills and attention to detail.

Qualifications

• 3+ years of experience in an Executive Assistant or similar executive support role.
• Proven experience managing complex, high‑volume calendars for senior leaders.
• Experience supporting executive‑hosted engagements and client activities preferred.

Responsibilities

• Provide full‑service scheduling support for firm leadership.
• Optimize executive calendars to minimize conflicts and improve efficiency.
• Coordinate executive travel, offsite meetings, and leadership meetings.

Skills

Expert-level calendar management

Organizational skills

Strong written and verbal communication

Exceptional attention to detail

Proactive service-oriented mindset

Education

Bachelor's degree

Tools

Microsoft Outlook

Excel

CRM systems

Project management tools (e.g., Practifi, Asana, Trello)

Job description

Are you a highly organized professional who thrives in a fast‑paced environment and excels at supporting senior leaders with precision, discretion, and proactive problem‑solving?

Gatewood Wealth Solutions, a comprehensive wealth management firm, is seeking a detail‑oriented Executive Assistant to provide high‑level administrative, scheduling, and logistical support to firm leadership. This role is centered on optimizing executive time, managing complex calendars, and supporting executive‑led business and personal priorities, including client‑facing key moments and relationship‑building activities.

You will work closely with senior leadership and internal partners to ensure seamless coordination of meetings, travel, and executive‑hosted engagements, while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities

Executive Scheduling & Time

• Provide full‑service scheduling support for firm leadership, including client meetings, strategic planning sessions, and business development activities
• Optimize executive calendars to minimize conflicts, prioritize high‑impact work, and improve overall efficiency
• Coordinate internal meetings across advisors, planners, and specialists to ensure alignment and preparedness
• Manage external meeting coordination with clients, prospects, Centers of Influence, and business partners
• Prepare agendas, pre‑meeting materials, and follow‑up notes as needed
• Coordinate executive travel, offsite meetings, and recurring leadership meetings

Executive Business & Key Moment Support

• Support executive‑hosted activities related to business development and client experience, including client celebrations, milestone events, and relationship‑building engagements
• Assist with logistics for select personal events tied to executive priorities and client or firm relationships
• Coordinate venues, vendors, reservations, and timelines in partnership with internal teams or external providers
• Manage invitations, confirmations, and attendee tracking for executive‑hosted engagements
• Ensure executives are prepared for key moments with schedules, materials, and logistical support
• Assist with post‑engagement follow‑up and coordination with internal teams

Leadership & Administrative Support

• Maintain executive calendars and support scheduling tied to firmwide initiatives
• Take detailed notes during leadership meetings, strategy sessions, and retreats, capturing decisions and action items
• Track follow‑ups and progress on leadership initiatives to ensure accountability
• Serve as a liaison between executives and internal teams to support clear communication and timely execution
• Handle confidential and sensitive matters with discretion and professionalism

Systems, Data & Expense Management

• Maintain accurate and up‑to‑date records in Practifi, including contacts, meetings, and business development activities
• Ensure relationship‑building meetings and engagements are properly documented and coded
• Code business and personal expenses accurately in Divvy, ensuring compliance and proper documentation
• Support data integrity and consistency across systems and reporting

Process Improvement & Growth Support

• Review and refine administrative and scheduling processes to support firm growth and scalability
• Identify inefficiencies and recommend solutions to improve executive support and operational effectiveness
• Collaborate with leadership to implement best practices that align with organizational goals

Requirements

Core Competencies

• Expert‑level calendar management and organizational skills
• Exceptional attention to detail and follow‑through
• Strong written and verbal communication skills
• High level of discretion, judgment, and professionalism
• Proactive, service‑oriented mindset
• Ability to manage competing priorities in a fast‑paced environment
• Experience supporting executive‑led client engagements or key moments is a plus

Qualifications

• 3+ years of experience in an Executive Assistant or similar executive support role
• Proven experience managing complex, high‑volume calendars for senior leaders
• Experience supporting executive‑hosted engagements, client activities, or personal logistics preferred
• Proficiency in Microsoft Outlook, Excel, and scheduling tools
• Familiarity with CRM systems and project management tools (e.g., Practifi, Asana, Trello) is a plus
• Bachelor's degree preferred