Executive Assistant

Yancey and Associates Wealth Management; Louisville (KY); On-site; USD 42,000 - 54,000; Full time

Job summary

Yancey and Associates Wealth Management in Louisville, KY is seeking an Administrative Assistant + Operations Associate to support the executive team, manage calendars, coordinate client communications, and help keep the office running smoothly.

The role requires strong communication, organization, and discretion, with opportunities for growth as you handle data entry, meeting preparation, notes, and cross-department collaboration in a fast-paced financial planning environment.

Qualifications

• Proven experience in support or administrative roles.
• Strong MS Office skills and adaptability with new software.

Responsibilities

• Serve as liaison between executives and internal/external contacts.
• Build and maintain positive relationships with clients and team members.
• Answer calls and take detailed messages to enable timely advisor responses.
• Follow up with clients/advisors to gather missing data or clarify inputs.
• Maintain client files and organize case notes.

Skills

Communication skills

Organizational skills

Microsoft Office

CRM systems

Attention to detail

Discretion & integrity

Self-motivation

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite (Outlook, Word, Excel)

CRM (Netx360)

Job description

We are seeking an Administrative Assistant + Operations Associate to join our financial planning & investment management firm. The ideal candidate will have strong communication and organization skills, and a desire for professional growth. The right candidate will proactively anticipate and prioritize the needs of those being supported and demonstrate sound judgement. We are looking for someone who can thrive under pressure, is comfortable managing competing priorities and adopts a risk and control mindset in their approach.

This is an in-office position. Monday – Friday with options of 8:00 am to 4:00 pm or 8:30 am to 4:30 pm. There is potential for some flexibility in the future for the right candidate, after becoming an established associate.

Key Responsibilities:

• Serves as a liaison between executive team members and internal/external contacts, facilitating seamless communication and information flow.
• Build and maintain positive relationships with clients, prospects, and team members.
• Answer incoming calls and provide support as required by taking detailed messages that allow the advisors to respond efficiently and effectively.
• Follow up with clients/advisors to gather the missing data or clarify inputs.
• Handle case notes, processing correspondence, maintain client case files and filing.
• Maintaining complex calendars of financial representatives, as well as managing scheduling and communications.
• Coordinating with team members to ensure advisors are prepared for high-priority or important meetings in a timely manner.
• Organize, delegate, and track multiple detailed tasks and assignments that move the business forward, timely and efficiently.
• Contribute to team and leadership meetings by taking notes and tracking action items.
• Prioritize work based on importance/urgency and in a manner that maintains high-quality support for advisors.
• Assist in managing, gathering, and entering/refreshing data for client meetings.
• Act as a multiuse tool within the organization, readily taking on diverse tasks and responsibilities to support the overall effectiveness of the business. Assist with special projects and initiatives as needed.
• Collaborate with colleagues across departments, offering support and assistance as needed, embodying the spirit of teamwork and shared responsibility.

Qualifications & Skills:

• Proven experience in support roles or similar administrative positions.
• Proficiency in Microsoft office suite including Outlook, Word, and Excel is required. CRM (client relationship manager) and/or Netx360 software experience is a plus.
• Demonstrated adaptability and flexibility in responding to evolving priorities, as well as resilience and composure in fast-paced environments.
• Self-starter with strong attention to detail and excellent organizational skills.
• A positive attitude. Ability to analyze, prioritize, organize and problem solve.
• Excellent communication and interpersonal skills, written & verbal, with ability to interact with individuals at all levels. Self-motivated, proactive, detail oriented and the ability to work independently.
• Trustworthy with a high degree of discretion and integrity, and a commitment to upholding confidentiality and ethical standards.
• Bachelor’s degree or equivalent experience preferred.
• Any industry licensing or credentialling is a plus (series 6, series 7, life & health, etc.). Potential requirement to obtain one or more during employment.