Executive Assistant

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

Job summary

CFS in Pittsburgh, PA seeks an Executive Assistant to support senior leadership with comprehensive administrative duties, manage calendars, coordinate domestic and international travel, prepare meeting materials, and handle client communications.

The ideal candidate brings 5+ years of EA experience in wealth management or professional services, outstanding organization, discretion, and proficiency with Microsoft Office and CRM systems.

Qualifications

• 5+ years of executive assistant experience supporting C-suite or senior leadership.
• Wealth management, family office, or professional services experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Discretion and confidentiality at the highest level.

Responsibilities

• Manage complex calendars, appointments, and scheduling for executive leadership.
• Coordinate domestic and international travel arrangements, including itineraries and expense reporting.
• Prepare meeting agendas, presentations, reports, and supporting materials.
• Attend meetings, take notes, and track action items to completion.
• Prioritize communications and ensure timely follow-up.
• Serve as a professional point of contact for clients and vendors.
• Coordinate client meetings, conferences, and events.
• Assist with onboarding new clients and maintaining client records.
• Process expense reports, invoices, and reimbursements.
• Organize filing systems and support day-to-day office operations.

Skills

Calendar management

Travel coordination

Client communications

Meeting preparation

Note taking

Confidentiality

Office administration

Expense reporting

Education

Associate's or Bachelor's degree

Tools

Outlook

Excel

PowerPoint

CRM systems (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.
• 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.