Hybrid Executive Assistant & Practice Operations Lead

The Mom Project; Waltham (MA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

The Mom Project is partnering with a growing financial advisory practice to identify an Executive Assistant / Practice Operations Coordinator. This role supports a senior financial advisor by managing calendars, coordinating client communications, and helping with marketing and outreach initiatives.

The ideal candidate is organized, proactive, and detail-oriented, capable of maintaining smooth day-to-day operations while the advisor focuses on client relationships and growth.

Qualifications

• 3+ years in Executive/Administrative or Practice Operations roles.
• Strong calendar, scheduling, and client communications experience.
• Experience coordinating marketing outreach and events a plus.
• Proactive, organized, and detail-oriented with confidentiality.
• Ability to learn new systems and adapt quickly.

Responsibilities

• Calendar Management: Manage the advisor's calendar and scheduling priorities.
• Client Communication & Service Support: Serve as a professional and welcoming first point of contact for clients.
• Marketing & Outreach Support: Coordinate client mailings, email campaigns, and marketing communications.
• Office & Practice Operations: Maintain an organized office environment and administrative systems.
• Technology & Systems: Experience with the listed technologies is preferred, but learning new tools is valued.

Skills

Organizational skills

Calendar management

Client service

Communication

Problem-solving

Proactive ownership

Confidentiality

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Calendly

Salesforce

CRM systems

Email marketing tools

AI meeting notes tools

ChatGPT / Copilot

Zoom

Social media tools

Job description

The Mom Project is partnering with a growing financial advisory practice to identify an Executive Assistant / Practice Operations Coordinator. This role supports a senior financial advisor by managing calendars, coordinating client communications, and helping with marketing and outreach initiatives.

The ideal candidate is organized, proactive, and detail-oriented, capable of maintaining smooth day-to-day operations while the advisor focuses on client relationships and growth.