Growth Operations Executive Assistant

Capstone Partners Financial and Insurance Services; Newport Beach (CA); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

Company-paid benefits

Job summary

Capstone Partners Financial and Insurance Services seeks an Executive Assistant for Growth Operations to manage calendars, coordinate meetings, and handle travel and events across multiple growth markets. You will ensure follow-ups, prepare materials, and support budget tracking for advisor initiatives.

The role requires 2+ years in administrative roles, strong organizational skills, and proficiency with MS Office and CRM.

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant professional experience.
• 2+ years of experience in administrative support, executive support, operations, event coordination, or project coordination preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Proficiency with Microsoft Office Suite, Outlook, Excel, PowerPoint, Teams, and CRM or contact management systems preferred.
• Proactive, adaptable, and comfortable working in a fast-paced, growth-oriented environment.
• Must possess a valid California driver's license, maintain a satisfactory driving record, and have reliable personal transportation for occasional local travel.
• Ability to travel occasionally as needed for meetings, events, and business development activities.
• Ability to lift and transport up to 30 pounds for event setup, materials distribution, and office-related activities.

Responsibilities

• Manage and maintain the Head of Growth’s calendar, including scheduling meetings, appointments, and business development activities.
• Track follow-up items, deadlines, and next steps resulting from meetings.
• Prepare agendas, briefing notes, and meeting materials for key internal and external meetings.
• Assist with general administrative duties and special projects as needed.
• Coordinate travel arrangements, including flights, hotels, ground transportation, and itineraries.
• Assist in coordinating local meetings across California, Nevada, Utah, and other growth markets.
• Ensure travel and meeting logistics are organized, accurate, and communicated in a timely manner.
• Support logistics for advisors, COI, and business development events.
• Coordinate event setup, attendee communications, materials, vendors, and post-event follow-up.
• Source, order, and track event and promotional materials, including items shared with advisors such as pens, cups, and related supplies.
• Maintain organized records of event expenses, cost-sharing arrangements, and budget details.
• Maintain accurate and up-to-date records of advisor and COI contacts, introductions, meetings, and follow-up activity.
• Track relationship development efforts and ensure important next steps do not fall through the cracks.
• Assist in creating scalable systems and processes to support continued growth across markets.

Skills

Administrative support

Calendar management

Executive support

Operations

Event coordination

Project coordination

Attention to detail

Verbal/written communication

Discretion

Driving/transport

Education

Bachelor’s degree

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Teams

CRM

Job description

Capstone Partners Financial and Insurance Services seeks an Executive Assistant for Growth Operations to manage calendars, coordinate meetings, and handle travel and events across multiple growth markets. You will ensure follow-ups, prepare materials, and support budget tracking for advisor initiatives.

The role requires 2+ years in administrative roles, strong organizational skills, and proficiency with MS Office and CRM.