Executive Assistant

Advisor Talent Solutions; Town of Florida (NY); On-site; USD 68,000 - 85,000; Full time

Job summary

Advisor Talent Solutions is seeking an Executive Assistant for a financial firm in Palm Beach Gardens, FL. The role supports firm leadership, manages calendars, communications, and client touchpoints, enabling founders to focus on growth.

The ideal candidate has 3+ years in administrative or executive support within financial services, strong organizational skills, and excellent written/verbal communication. In-office schedule with occasional events; salary range $68,000–$85,000.

Qualifications

• 3+ years in an administrative office or client-facing executive support role in financial services or wealth management.
• Strong proficiency across platforms and operating systems.
• Self-starter with initiative and independent work style.
• Excellent written and verbal communication, professional demeanor.
• Collaborative team player with strong organizational skills and attention to detail.

Responsibilities

• Provide executive support to firm leadership and serve as primary client contact.
• Manage calendars, schedule meetings, and handle communications for Advisors.
• Delegate tasks as needed to maintain smooth workflow and productivity.
• Proactively anticipate leadership and client needs.
• Oversee client touchpoints to ensure a seamless, positive experience.
• Maintain CRM (Zoho) and data entry accuracy.
• Handle documents, scanning, uploads, and email management.
• Organize paper and electronic filing systems.
• Assist with planning workshops and client appreciation events.
• Provide marketing support including social media, website, and events.

Skills

Executive support

Client service

Multitasking

Professional communication

Tools

Zoho

Calendly

Job description

Do you have a passion for delivering superior customer service while being a key player in the essential daily functions of a successful office? A financial firm in Palm Beach Gardens, FL is looking for a versatile and well-rounded Executive Assistant. This individual will be responsible for a variety of administrative and operational tasks, allowing the founders to focus on the continued growth of the business. This role is ideal for a self-starter with a strong background in client service, administrative support, and event planning who thrives in a fast-paced, client-focused environment.

What you’ll do:

• Executive support to firm leadership and act as primary point of contact for clients
• Manage calendars, schedule meetings, and handle incoming communications for Advisors, serving as professional gatekeeper
• Efficiently manage tasks and responsibilities, demonstrating sound judgment in delegating duties to other team members when appropriate to ensure smooth workflow and productivity
• Take ownership of responsibilities, proactively anticipating the needs of leadership and clients
• Oversee client touchpoints, ensuring each interaction is seamless and contributes to a positive client experience
• Maintain the firm’s CRM system (Zoho/Calendly) through accurate data entry and database management
• Handle document management including scanning, copying, secure uploads and emails
• Maintain office filing system, both paper and electronic
• Assist with planning, coordinating, and executing workshops and client appreciation events
• Provide marketing support as needed including social media, website, communications, events, etc.

What We’re Looking For:

• 3+ years experience in an administrative office or client-facing executive support role within financial services or wealth management is required
• Demonstrates strong proficiency and confidence working across various platforms and operating systems
• Self-starter who takes initiative and works well independently
• Excellent communication: written and verbal, professional and well spoken
• Collaborative team player willing to assist others
• Demonstrates exceptional organizational skills by efficiently managing multiple client requests and prioritizing time sensitive tasks
• Exhibits meticulous attention to detail and a commitment to accuracy
• Skilled in building strong, trust-based relationships with clients by providing attentive, personalized service and guidance
• Embraces change and adapt quickly to evolving processes

Bonus Points:

• Demonstrated experience supporting leadership teams or business owners strongly preferred

What You’ll Get:

• $68,000 - $85,000 based on experience

Schedule:

• In office: Monday – Friday, 9am-5pm/10am-6pm
• Occasional evenings required for client events