Executive Assistant

Brio Financial Group; San Francisco (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

A financial services company based in San Francisco is seeking an Executive Assistant to support the Founder/CEO and leadership team. This role involves managing complex schedules, coordinating meetings, and acting as a liaison with clients and partners. The ideal candidate will have extensive administrative experience, exceptional organizational skills, and the ability to handle confidential information. There are opportunities to take on HR responsibilities and contribute to team events. Flexibility in working hours is essential.

Qualifications

• 3+ years of executive-level administrative experience, preferably in financial services.
• Experience supporting C-suite executives and managing confidential information.

Responsibilities

• Provide high-level administrative support to the Founder/CEO.
• Support scheduling and project management for CPO and VP of Advisor Services.
• Manage and track key leadership initiatives.
• Coordinate and track meetings, events, and functions.

Skills

Organizational skills

Communication skills

Problem-solving skills

Proficiency in MS Office Suite

Attention to detail

Multitasking

Judgment in prioritizing demands

Education

Bachelor’s degree or equivalent experience

Tools

CRM systems

Box

Zoom

Scheduling platforms

Job description

The Executive Assistant plays a critical role in supporting Brio Financial Group’s leadership team, primarily the Founder and CEO, as well as the C and VP levels as time permits. This position provides support for the executives and, on a limited basis, personal support. The Executive Assistant ensures smooth day-to-day operations, manages complex schedules, coordinates meetings and events, and serves as a trusted representative of the leadership team in interactions with clients, staff, and external partners. In addition, this person will be responsible for leading the firm’s HR functions.

Due to the nature of the role, flexibility in schedule and availability to work outside of traditional business hours are essential.

Responsibilities

• Provide high-level administrative support to the Founder/CEO, including managing professional and personal calendars, coordinating travel, preparing correspondence, and handling confidential matters with discretion.
• Support the CPO and VP of Advisor Services with scheduling, project management, and meeting logistics.
• Act as liaison between the leadership team and internal staff, clients, and external partners, ensuring timely communication and follow-through.
• Manage, coordinate, and track key leadership initiatives and priorities.
• Assist in planning and executing team events and meals, offsites, dinners, and client functions.
• Coordinate with vendors, venues, and other service providers for both business and personal projects.
• Handle incoming requests for meetings, calls, and events; prioritize and schedule based on strategic importance.
• Maintain and update CRM and shared calendars to ensure alignment across the firm.
• Support client-facing engagements, including preparation of materials and occasional attendance at events.
• Prepare expense reports and assist with purchasing, reimbursements, and budget tracking.
• Support the Founder & CEO with personal matters as needed, including scheduling, travel coordination, and household management logistics.
• Anticipate needs and proactively identify opportunities to create efficiency and reduce friction for the leadership team.
• Manage internal meeting agendas coordinating with the VP of Advisory Services for meetings they lead and ensure agendas and notes exist for compliance reasons.
• Be key in driving deadline completion on time with the team and support leadership in setting and establishing deadlines.
• Serve as the HR representative for staff, coordinating with our outside HR partner, Rippling.
• Manage payroll, compensation analysis and coordination for the executive team, track labor spend, administer the incentive plan and benefits, and keep the employee handbook up-to-date.
• Ensure payroll is processed accurately across the accounting team.
• Assist with special projects as assigned.

Qualifications

• Bachelor’s degree preferred or equivalent professional experience.
• 3+ years of executive-level administrative experience, preferably in financial services or a professional services environment.
• Experience supporting C-suite executives and managing confidential information.
• Exceptional organizational, communication, and problem-solving skills.
• Proficiency in MS Office Suite (Excel, Word, Outlook), CRM systems, Box, Zoom, and scheduling platforms.
• Strong attention to detail, ability to multitask, and sound judgment in prioritizing demands.
• Demonstrated ability to manage multiple competing priorities in a fast-paced, entrepreneurial environment.

Other Skills & Experience

• Continuously exhibits personal integrity and professional initiative.
• Reliable, resourceful, and proactive in anticipating the needs of the leadership team.
• Maintains professionalism and discretion in all interactions.
• Collaborative team player who fosters positive relationships across the firm.
• Demonstrates a commitment to accuracy, timeliness, and excellence.
• Upholds Brio Financial Group’s purpose, vision, and values in all aspects of the role.
• Capable of growing into the Chief of Staff role understanding the financial levers that make a RIA firm successful.