Executive Assistant & Administrative Support

W3Global; Olde West Chester (OH); On-site; USD 60,000 - 90,000; Full time

Job summary

W3Global seeks an organized executive assistant to provide direct support to senior leadership, including the CTO and CCO. The role blends executive assistance, personal administration, compliance coordination, and project management.

You will manage calendars, arrange travel, prepare meeting materials, and maintain confidential records while ensuring timely compliance tasks and process improvements. On-site, full-time role based in Ohio.

Qualifications

• Associate degree in Business Administration, Management, or related field, or equivalent professional experience.
• Excellent organizational, communication, planning, prioritization, and problem-solving skills.
• Proficiency in Microsoft 365, particularly Outlook, Word, Excel, and Teams.

Responsibilities

• Manage executive calendars, appointments, meetings, and scheduling priorities.
• Coordinate business and personal travel, including flights, accommodations, transportation, and itineraries.
• Prepare meeting agendas, organize materials, take notes, and track follow-up items.
• Handle correspondence, communications, personal administrative matters, and occasional local errands.
• Coordinate with vendors, family members, service providers, and internal staff.
• Maintain organized electronic files, records, and confidential documents.
• Administer the compliance calendar, track deadlines, reviews, recurring tasks, and required documentation.
• Communicate compliance assignments, monitor completion, follow up on outstanding items, and escal ate overdue matters.
• Coordinate employee attestations, training, certifications, and required reporting.
• Assist with regulatory filings, annual reviews, examinations, and compliance documentation.
• Maintain task lists, project trackers, and administrative workflows while providing regular progress updates.
• Identify process improvements and proactively resolve administrative challenges.

Skills

Executive calendar management

Strong organizational skills

Discretion and confidentiality

Microsoft 365 proficiency

Independent work style

Education

Associate degree in Business Administration/Management

Tools

CRM or project-management platforms

Job description

Position Overview

We are seeking a highly organized and resourceful professional to provide direct executive and personal support to senior leadership, including the Chief Technology Officer and Chief Compliance Officer. This role combines executive assistance, personal administration, compliance coordination, and project management.

Key Responsibilities

• Manage professional and personal calendars, appointments, meetings, and scheduling priorities.
• Coordinate business and personal travel, including flights, accommodations, transportation, and itineraries.
• Prepare meeting agendas, organize materials, take notes, and track follow-up items.
• Handle correspondence, communications, personal administrative matters, and occasional local errands.
• Coordinate with vendors, family members, service providers, and internal staff.
• Maintain organized electronic files, records, and confidential documents.
• Administer the compliance calendar, track deadlines, reviews, recurring tasks, and required documentation.
• Communicate compliance assignments, monitor completion, follow up on outstanding items, and escal ate overdue matters.
• Coordinate employee attestations, training, certifications, and required reporting.
• Assist with regulatory filings, annual reviews, examinations, and compliance documentation.
• Maintain task lists, project trackers, and administrative workflows while providing regular progress updates.
• Identify process improvements and proactively resolve administrative challenges.

Required Qualifications

• Associate degree in Business Administration, Management, or related field, or equivalent professional experience.
• Minimum 5 years of executive or high-level administrative support experience.
• Excellent organizational, communication, planning, prioritization, and problem-solving skills.
• Strong judgment, discretion, and ability to handle confidential information.
• Proficiency in Microsoft 365, particularly Outlook, Word, Excel, and Teams.
• Ability to work independently, anticipate needs, and manage competing priorities.
• Willingness to handle personal administrative responsibilities and occasional local errands.
• Valid driver's license and reliable transportation.

Preferred Qualifications

• Bachelor's degree and 7+ years supporting senior executives.
• Experience in financial services, wealth management, banking, or legal environments.
• Familiarity with compliance administration, audit preparation, and records management.
• Experience coordinating complex travel and using CRM or project-management platforms.

Work Schedule

Full-time, primarily on-site, typically 8:00 AM-5:00 PM.

Note

Prior investment adviser compliance experience is not required; training will be provided.