Executive Assistant

CFS; Pittsburgh (Allegheny County); On-site; USD 80,000 - 110,000; Full time

Job summary

CFS is seeking an experienced Executive Assistant in Pittsburgh, PA to provide comprehensive administrative support to senior leadership. The role focuses on managing calendars, coordinating travel, and assisting with client communications in a fast-paced financial services environment.

The ideal candidate will have 5+ years of EA experience, strong organizational skills, and proficiency with Microsoft Office and CRM systems.

Qualifications

• 5+ years of executive assistant experience supporting C-suite or senior leadership within professional services.
• Strong organizational and time management abilities.
• Advanced proficiency with Microsoft Office Suite and calendar management.
• Experience with CRM systems (Salesforce, Redtail, Wealthbox) is a plus.

Responsibilities

• Manage complex calendars, appointments, and scheduling for executive leadership.
• Coordinate domestic and international travel arrangements, itineraries, accommodations, and expense reporting.
• Prepare agendas, presentations, reports, and supporting materials for meetings.
• Attend meetings as needed, take notes, and track action items to completion.
• Maintain confidentiality regarding client information and executive communications.
• Process expense reports, invoices, and reimbursement requests.
• Organize electronic and physical filing systems and support office operations.

Skills

Organizational skills

Time management

Communication

Attention to detail

Education

Associate's degree

Bachelor's degree

Tools

Salesforce

Redtail

Wealthbox

Job description

EXECUTIVE ASSISTANT

Pittsburgh, PA

$80,000-$110,000

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to senior leadership within a growing firm. This individual will serve as a trusted partner to executives, managing complex calendars, coordinating meetings and travel, assisting with client communications, and supporting strategic initiatives. The ideal candidate is professional, detail-oriented, discreet, and thrives in a fast-paced, client-focused financial services environment.

Overview Of The Executive Assistant Role

• Manage complex calendars, appointments, and scheduling for executive leadership.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and expense reporting.
• Prepare meeting agendas, presentations, reports, and supporting materials.
• Attend meetings as needed, take notes, and track action items to completion.
• Prioritize and manage incoming communications, ensuring timely follow-up and response.
• Serve as a professional point of contact for clients, business partners, and vendors.
• Coordinate client meetings, conferences, and appreciation events.
• Prepare client meeting packets, investment materials, and presentation documents.
• Assist with onboarding new clients and maintaining organized client records.
• Maintain strict confidentiality regarding client financial information and executive communications.
• Support day-to-day office operations and executive administrative needs.
• Process expense reports, invoices, and reimbursement requests.
• Organize and maintain electronic and physical filing systems.
• Assist with vendor coordination, office supplies, and facilities-related needs.
• Coordinate internal meetings, training sessions, and company events.
• Assist with special projects and strategic initiatives across the organization.
• Track deadlines, deliverables, and follow-up items for executive leadership.
• Support document preparation, proofreading, and formatting.
• Help streamline administrative processes and identify opportunities for increased efficiency.

Preferred Qualifications For The Executive Assistant

• Associate's or Bachelor's degree preferred.
• 5+ years of executive assistant experience supporting C-suite executives or senior leadership within a wealth management firm, family office, public accounting firm, law firm, consulting firm, or other professional services organization.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.li>
• High level of professionalism, discretion, and confidentiality.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with CRM systems (Salesforce, Redtail, Wealthbox, or similar) is a plus.
• Ability to work independently while maintaining strong attention to detail.