Executive Assistant

Magellan Financial & Insurance Services, Inc.; Illinois; On-site; USD 65,000 - 90,000; Full time

Job summary

My Guardian Estate, an estate planning firm based in Oak Brook, Illinois, seeks an organized Executive Assistant / Client Service Operations Manager to support the CEO and oversee daily client service, advisor support, scheduling, and internal operations. This role thrives in a fast-moving, detail-oriented environment and focuses on keeping people, priorities, and client needs moving smoothly.

Responsibilities include calendar management, meeting preparation, client service tracking, team

Qualifications

• Proven ability to manage CEO calendar and executive schedules.
• Experience coordinating client service workflows.
• Experience leading administrative staff.
• Ability to use Salesforce for client/activity tracking.
• Strong communication with clients via phone, email, and in person.
• Estate planning or financial services experience preferred.

Responsibilities

• Manage CEO calendar, appointments, and daily schedule.
• Prepare CEO for client meetings with files, notes, planning items, and follow-ups.
• Monitor client service requests and applications with timely follow-through.
• Manage a team of administrative staff.
• Use Salesforce and firm systems to manage tasks, notes, client activity, and appointments.
• Help improve internal processes, checklists, SOPs, and workflows.

Skills

Calendar management

Attention to detail

Multi-tasking

Client communication

Cross-team collaboration

Process improvement

Tools

Salesforce

Internal systems

Job description

My Guardian Estate is an estate planning firm based in Oak Brook, Illinois, helping families organize their legacy, protect their loved ones, and navigate the estate closing process through its Assist Program. The firm delivers a high-touch client experience from the first consultation through long-term service, and during the moments when families need support most. My Guardian Estate is seeking a highly organized and proactive Executive Assistant / Client Service Operations Manager to support the CEO and help oversee daily client service, advisor support, scheduling, and internal operations.

This is a key role for someone who thrives in a fast-moving, detail-oriented environment and takes pride in keeping people, priorities, and client needs moving smoothly.

Responsibilities

• Manage and protect the CEO's calendar, appointments, and daily schedule
• Prepare the CEO for client meetings, including files, notes, planning items, and follow-ups
• Monitor client service requests and applications, and ensure timely, professional follow-through
• Manage a team of administrative staff
• Use Salesforce and firm systems to manage tasks, notes, client activity, and appointments
• Help improve internal processes, checklists, SOPs, and workflows

Qualifications

• Strong calendar management and organizational skills
• High attention to detail and follow-through
• Ability to manage multiple priorities in a fast-paced environment
• Comfortable communicating with clients by phone, email, and in person
• Confident working across teams and holding others accountable
• Estate planning, financial services, insurance, investment, or retirement planning experience preferred

At My Guardian Estate, we help families find clarity during some of life’s most important moments.