Executive Assistant & Practice Operations Lead

BBG Ventures, LLC; Waltham (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

The Mom Project is partnering with a growing financial advisory practice to hire an Executive Assistant / Practice Operations Coordinator in a hybrid role based near Waltham, MA. You will support a senior financial advisor with calendar management, client outreach, and office operations, enabling the advisor to focus on client relationships and growth.

This role prioritizes organization, proactive communication, and a professional client experience, with about 40% remote work and in-person

Qualifications

• 3+ years in an Executive Assistant, Administrative Assistant, Office Manager, or Practice Operations role.
• Experience supporting a financial advisor or professional services firm preferred.
• Strong calendar management and appointment coordination.
• Experience managing client communications, mailings, and distribution lists.
• Marketing coordination or client engagement experience is a plus.
• Ability to manage multiple priorities while maintaining accuracy and professionalism.

Responsibilities

• Manage the advisor's calendar and scheduling priorities.
• Coordinate client meetings, appointments, and logistics.
• Prepare meeting agendas and materials as directed.
• Coordinate client communications, reminders, and follow-ups.
• Support marketing campaigns, events, and outreach efforts.
• Maintain accurate client records and distribution lists.
• Support office operations, vendor relationships, and record organization.
• Learn new technologies and adapt to evolving systems.

Skills

Calendar management

Client communication

Organization

Time management

Attention to detail

Discretion

Professionalism

Proactive

Multitasking

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Calendly

Salesforce

CRM tools

Zoom

Email marketing tools

Job description

The Mom Project is partnering with a growing financial advisory practice to hire an Executive Assistant / Practice Operations Coordinator in a hybrid role based near Waltham, MA. You will support a senior financial advisor with calendar management, client outreach, and office operations, enabling the advisor to focus on client relationships and growth.

This role prioritizes organization, proactive communication, and a professional client experience, with about 40% remote work and in-person