Executive Personal Assistant

Whole Assistant LLC; Cleveland (OH); On-site; USD 80,000 - 100,000; Full time

Job summary

Whole Assistant LLC is seeking an Executive Business Partner to act as the trusted right hand to a successful financial advisor. This role goes beyond a traditional assistant, demanding self-motivation, sound judgment, and autonomy in managing both business and personal operations.

You will protect the executive's time, optimize operations, and drive follow-through, creating systems and processes that scale with the business and client needs.

Qualifications

• 5+ years supporting senior executives or business owners.
• Ability to operate independently and make decisions with confidence.
• Flexibility to adjust working hours, including early mornings/evenings/events.
• Strong organizational, project management, and prioritization skills.
• Exceptional written and verbal communication abilities.
• Experience managing complex calendars, travel, and competing priorities.
• CRM experience is required; financial services background is a plus.

Responsibilities

• Manage principal's calendar, priorities, and scheduling; reroute non-essential tasks.
• Develop knowledge of financial operations to provide operational support as needed.
• Triage and manage email communications with timely follow-up.
• Coordinate travel logistics and itineraries.
• Maintain CRM systems to support client relationships and events.
• Prepare materials, coordinate meetings, and support special projects.

Skills

Independent decision-making

Calendar management

Communication skills

Project management

Discretion & confidentiality

Emotional intelligence

Time management

Prioritization

Education

Experience with senior-level support

Tools

CRM software

Job description

We are seeking a highly capable, proactive, and resourceful Executive Business Partner to serve as a trusted right hand to a successful financial advisor.

This is not a traditional assistant role. The ideal candidate is exceptionally self-motivated, exercises sound judgment, anticipates needs before they arise, and thrives with a high degree of autonomy. You will be entrusted with managing both business and personal operations, acting as the executive’s eyes and ears, creating systems, refining processes, and ensuring nothing falls through the cracks.

The right person will enjoy bringing order to complexity, solving problems independently, and taking ownership of outcomes rather than simply completing tasks. This role is best suited for someone who derives satisfaction from creating structure, solving problems independently, and operating as a true business partner.

As the Executive Business Partner, you will serve as an extension of the principal; protecting their time, optimizing operations, driving follow-through, and ensuring both business and personal priorities are executed at a high level.

What You'll Do

Business Operations

• Manage and optimize the principal's calendar, priorities, and scheduling; rerouting all non-essential tasks to proper channels.
• Develop a working knowledge of the firm’s financial operations and processes, including account opening, fund transfers, retirement accounts, and other client service procedures, with the ability to provide operational support as needed.
• Triage and manage email communications, ensuring timely follow-up and response.
• Coordinate all travel logistics and itineraries.
• Maintain and leverage CRM systems to support client relationship management.
• Coordinate and manage client events from planning through execution.
• Partner with the principal on client curation, engagement, and follow-up strategies.
• Serve as the principal's proxy, ensuring seamless day-to-day operations and acting as the primary point of contact during periods of travel.
• Assist with website updates and ongoing content maintenance.
• Prepare materials, coordinate meetings, and support special projects as needed.

Personal & Household Operations

• Oversee household operations and administration.
• Coordinate home maintenance, repairs, and vendor relationships.
• Manage household logistics, including errands and personal tasks as needed.
• Schedule and manage service providers and contractors.
• Anticipate household needs and proactively resolve issues.
• Create and refine systems that improve efficiency and organization across all areas of responsibility.

Strategic Partnership

• Align with the executive's priorities and ensure key initiatives are executed and revenue is maximized.
• Identify gaps, inefficiencies, and opportunities for improvement.
• Develop, document, and optimize processes and workflows.
• Independently manage projects from concept through completion with minimal feedback.
• Anticipate needs, solve problems, and make recommendations before issues arise.
• Act as a trusted thought partner, bringing solutions rather than problems.
• Handle highly confidential information with professionalism, discretion, and sound judgment.
• Continuously assess operations across business and personal functions, proactively identifying opportunities to improve efficiency, effectiveness, and scalability.

What Success Looks Like

The successful candidate will:

• Consistently remove items from the principal's plate with minimal direction.
• Create clarity, organization, and momentum across business and personal priorities.
• Create confidence that the business continues to run smoothly and effectively, even in the principal's absence.
• Anticipate needs and address them proactively.
• Build systems that reduce friction and increase efficiency.
• Operate with exceptional professionalism, discernment, and discretion.
• Earn trust through reliability, sound judgment, and follow-through.
• Take ownership of outcomes rather than waiting for instruction.
• Create leverage for the principal by ensuring important details, projects, and relationships are managed with excellence.

Qualifications

• 5+ years of experience supporting senior executives, business owners, entrepreneurs, or high-net-worth individuals.
• Demonstrated ability to operate independently and make decisions with confidence.
• Flexibility to adjust working hours as business needs require, including occasional early mornings, evenings, client events, or strategic meetings outside of standard business hours.
• Strong organizational, project management, and prioritization skills.
• Exceptional written and verbal communication abilities.
• Experience managing complex calendars, travel, and competing priorities.
• CRM experience is required.
• Experience within financial services is strongly preferred, and considered a significant advantage.
• Experience supporting both professional and personal operations preferred.
• Proven ability to establish systems, improve processes, and drive execution.
• High degree of emotional intelligence, professionalism, and confidentiality.
• Ability to anticipate needs, exercise sound judgment, and operate with minimal oversight.

Personal Attributes

You may be a strong fit if you are:

• Naturally proactive and resourceful.
• Calm under pressure and comfortable with ambiguity.
• Highly self-directed and accountable.
• Detail-oriented without losing sight of the bigger picture.
• A systems thinker who enjoys creating order and efficiency.
• Professional, discreet, and trustworthy.
• Energized by leadership, ownership, responsibility, growth, and continuous improvement.
• Confident enough to take initiative and humble enough to remain highly collaborative.

Compensation

Compensation commensurate with experience. Expected salary range: $80,000–$100,000 plus benefits and performance-based incentives

Equal Opportunity Statement

We are committed to diversity and inclusivity in our hiring practices.