Executive Assistant

The Mom Project; Waltham (MA); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Professional development opportunities

Long-term growth potential

Job summary

The Mom Project is looking for a proactive Executive Assistant / Practice Operations Coordinator to support a senior financial advisor. This hybrid position involves managing scheduling, client communications, and marketing activities.

The ideal candidate will have strong organizational skills, at least 3 years of relevant experience, and proficiency in tools like Microsoft Outlook and Salesforce. This role offers significant growth opportunities within a successful financial services practice.

Qualifications

• 3+ years of experience in administrative or client service roles.
• Strong written and verbal communication skills.
• Ability to handle multiple tasks with high attention to detail.

Responsibilities

• Manage calendar and scheduling priorities for the advisor.
• Serve as first point of contact for clients and manage communications.
• Coordinate marketing initiatives and client follow-ups.

Skills

Organizational skills

Communication

Calendar management

Client service

Time management

Tools

Microsoft Outlook

Salesforce

Zoom

Calendly

Job description

Executive Assistant / Practice Operations Coordinator

Position Type: Full-Time

Location: Hybrid – 40% Remote

Position Summary

Atlantic Planning Group is seeking a highly organized and proactive Executive Assistant / Practice Operations Coordinator to support a senior financial advisor and growing advisory practice. The role is responsible for managing scheduling, coordinating client communications, supporting marketing activities, maintaining distribution lists, and ensuring the daily operations of the practice run efficiently.

This role helps the advisor stay focused on client relationships, business development, and strategic growth by owning the administrative and operational details that keep the practice organized, responsive, and efficient. Success means maintaining an organized calendar, ensuring clients are well‑served, and creating a consistent flow of appointments and client engagement activities.

Primary Responsibilities

• Calendar & Appointment Management
  • Manage advisor calendar and scheduling priorities
  • Coordinate client meetings and appointment logistics
  • Confirm upcoming appointments and follow up on reschedules
  • Prepare meeting agendas and supporting materials as directed
  • Coordinate internal meetings and team scheduling
  • Assist in maintaining an active and productive appointment schedule
• Client Communication & Service Support
  • Serve as a professional first point of contact for clients
  • Manage incoming calls, emails, and routine correspondence
  • Coordinate client follow‑up activities and reminders
  • Assist with client appreciation initiatives, holiday outreach, and event communications
  • Maintain accurate client contact records and distribution lists
• Marketing & Outreach Support
  • Coordinate client mailings and marketing campaigns
  • Manage and update email distribution lists
  • Assist with seminar, workshop, and event logistics
  • Support social media and digital marketing activities as directed
  • Coordinate printing, mailing, and fulfillment of marketing materials
  • Track marketing projects and ensure timely execution
• Office Operations
  • Process incoming and outgoing mail
  • Maintain office organization and administrative systems
  • Coordinate vendor relationships and office supply management
  • Assist with document preparation, scanning, and filing
  • Support special projects and administrative initiatives as assigned

Preferred Technology & Systems Experience

• Microsoft Outlook, Word, Excel, and PowerPoint
• Calendly or similar scheduling platforms
• CRM and client management systems such as Salesforce
• Email marketing and distribution list management tools
• AI‑powered meeting note and transcription tools such as Zocks
• AI productivity tools such as ChatGPT or Microsoft Copilot
• Zoom and virtual meeting technologies
• Basic social media and digital marketing platforms

Candidates do not need prior experience with every system listed but should be comfortable learning and adopting new technology.

Preferred Experience

• 3+ years of experience in an Executive Assistant, Administrative Assistant, Office Manager, Client Service, or Practice Operations role
• Experience supporting a financial advisor, professional services firm, executive, or small business owner
• Strong calendar management and appointment coordination experience
• Experience managing client communications, mailings, and distribution lists
• Marketing coordination, event planning, or client engagement experience preferred
• Demonstrated ability to manage multiple priorities while maintaining a high level of accuracy and professionalism

Key Skills & Attributes

• Exceptional organizational and time‑management skills
• Strong written and verbal communication abilities
• Professional phone and client service skills
• High attention to detail and follow‑through
• Ability to work independently and anticipate needs
• Strong problem‑solving skills and sound judgment
• Positive attitude and willingness to take ownership of responsibilities
• Commitment to professionalism, confidentiality, and client service excellence

Success Measures

• Keep advisor schedules organized and optimized
• Ensure appointments are confirmed and client communications are timely
• Maintain accurate client records and distribution lists
• Execute marketing activities consistently and on schedule
• Reduce administrative burden on advisors and staff
• Contribute to a seamless, professional client experience
• Help create operational capacity that allows advisors to spend more time serving clients and growing the business

Growth Opportunity

This position offers long‑term growth within a successful financial services practice. Team members will have opportunities for professional development, expanded responsibilities, and participation in industry training programs as appropriate, including exposure to financial services operations and advisor development programs.