Senior Executive Assistant — Travel, Events & Calendars

Bluespring Wealth Partners, LLC; Austin (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Bluespring Wealth Partners, LLC is seeking an Executive Assistant to provide high-level administrative and operational support to designated executives and their teams in Austin, TX. The role emphasizes discretion, calendar and travel management, and coordinating client/advisor visits and regional events.

The ideal candidate has strong executive-support experience, excellent organization, and proficiency with Microsoft Office Suite. Some travel and after-hours flexibility are expected.

Qualifications

• High school diploma required.
• College degree and/or financial services industry experience preferred.
• Strong Executive Assistant experience required.
• Experience coordinating executive travel, client or advisor visits, and multi-location events preferred.
• Proficiency with Microsoft Office Suite required.

Responsibilities

• Manage complex calendars for the department executive and designated team members, including meeting prioritization, scheduling, preparation, and resolution of conflicts.
• Coordinate executive and leadership travel arrangements, including flights, hotels, ground transportation, itineraries, and changes as needed.
• Prepare agendas and supporting materials for recurring and ad hoc meetings, and coordinate follow-up items as requested.
• Reconcile and submit expense reports for the department executive and designated vice presidents.
• Maintain department organizational charts, contact sheets, vacation calendars, the Business Continuity Plan, vendor information, and license renewal schedules.
• Approve timecards and expenses for the department executive.
• Follow up with clients, advisors, vendors, and internal partners on administrative matters and commitments.
• Own the end-to-end coordination of client, advisor, prospective partner, and other strategic visits to the home office.
• Coordinate visitor travel logistics, including flights, hotel accommodations, ground transportation, arrival and departure details, and itinerary changes.
• Build and maintain visit agendas in partnership with executive sponsors and internal participants, confirming timing, meeting rooms, presenters, materials, and technology needs.
• Lead pre-visit and day-of communication with visitors and internal stakeholders, including agendas, travel details, office access, parking, dress guidance, contact information, and schedule updates.
• Arrange meals, restaurant reservations, catering, refreshments, and other hospitality details, taking documented dietary restrictions and accessibility needs into account.
• Coordinate conference rooms, visitor access, welcome materials, name badges, signage, presentation materials, and on-site logistics.
• Serve as the primary logistical point of contact during visits, proactively addressing schedule changes, transportation issues, hospitality needs, and other last-minute requirements.
• Maintain visit checklists, itineraries, contact lists, and budget or expense documentation to support a consistent and professional home-office experience.
• Coordinate regional meetings, leadership gatherings, dinners, advisor events, and other field-based programs from planning through completion.
• Manage event logistics, including venue and restaurant sourcing, hotel room blocks, flights, ground transportation, catering, audiovisual requirements, meeting space, and attendee materials.
• Develop and distribute event agendas, invitations, confirmations, travel instructions, attendee communications, and changes in a timely and professional manner.
• Maintain attendee lists, registration details, dietary information, rooming lists, vendor contacts, and event run-of-show documents.
• Partner with regional leaders, internal teams, venues, restaurants, hotels, and other vendors to ensure responsibilities, deadlines, and service expectations are clear.
• Track event budgets, contracts, invoices, deposits, cancellations, and final expenses, escalating issues and variances promptly.
• Provide on-site or remote logistical support, as needed, and complete post-event follow-up, reconciliation, and documentation.

Skills

Executive support

Calendar management

Travel coordination

Event planning

Budgeting

Communication

MS Office

Education

High School Diploma

College degree or experience

Tools

Microsoft Office Suite

Job description

Bluespring Wealth Partners, LLC is seeking an Executive Assistant to provide high-level administrative and operational support to designated executives and their teams in Austin, TX. The role emphasizes discretion, calendar and travel management, and coordinating client/advisor visits and regional events.

The ideal candidate has strong executive-support experience, excellent organization, and proficiency with Microsoft Office Suite. Some travel and after-hours flexibility are expected.