Executive Assistant

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

Job summary

My Guardian Estate in Oak Brook, Illinois seeks an Executive Assistant / Client Service Operations Manager to support the CEO and oversee daily client service, advisor support, scheduling, and internal operations.

This fast-moving role requires strong calendar management, attention to detail, and ability to coordinate across teams. Experience in estate planning or financial services is preferred.

Qualifications

• Proven calendar and schedule management experience.
• Strong attention to detail and follow-through.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent communication with clients by phone, email, and in person.
• Collaborate across teams and hold others accountable.
• Estate planning, financial services, insurance, investment, or retirement planning experience preferred.

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

Skills

Calendar management

Attention to detail

Multitasking

Client communication

Cross-team collaboration

Estate planning experience

Tools

Salesforce

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.