Executive Assistant - Palm Beach Gardens, FL

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

Benefits offered by this job

PTO (2 weeks day 1)

Job summary

Advisor Talent Solutions is seeking an Executive Assistant for a Palm Beach Gardens, FL financial firm. The role provides executive support to firm leadership and acts as the primary contact for clients, managing calendars and communications.

You will handle document management, CRM upkeep (Zoho/Calendly), plan workshops and client events, and assist with marketing tasks. Ideal candidates have a bachelor’s degree, 3+ years in financial services admin, and strong organizational skills.

Qualifications

• Bachelor’s degree required.
• 3+ years experience in administrative office or client-facing executive support within financial services or wealth management.
• Strong proficiency across platforms and operating systems.
• Self-starter who takes initiative and works well independently.
• Excellent written and verbal communication.
• Collaborative team player who helps others.
• Exceptional organizational skills and ability to manage multiple client requests.
• Meticulous attention to detail and accuracy.
• Strong client relationship-building and personalized service.
• Adaptability to evolving processes.

Responsibilities

• Executive support to firm leadership and primary point of contact for clients.
• Manage calendars, schedule meetings, and handle communications for Advisors as gatekeeper.
• Delegate duties to team members to ensure smooth workflow and productivity.
• Proactively anticipate leadership and client needs.
• Oversee client touchpoints to ensure a seamless experience.
• Maintain CRM (Zoho/Calendly) with accurate data entry and database management.
• Handle document management including scanning, uploads and emails.
• Maintain paper and electronic filing systems.
• Assist with planning, coordinating and executing workshops and client events.
• Provide marketing support including social media, website, communications and events.

Skills

Multi-platform proficiency

Self-starter

Excellent communication

Collaborative

Organizational skills

Attention to detail

Client service

Adaptability

Education

Bachelor’s degree

Job description

Overview

Do you have a passion for delivering superior customer service while being a key player in the essential daily functions of a successful office?

Position

Executive Assistant

Location

Palm Beach Gardens, FL

About the Company

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

• Bachelor’s degree
• 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

Pay & Perks

• $68,000 - $85,000 based on experience
• PTO (2 weeks day 1)

Schedule

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