Executive Operations Assistant; Financial Services Firm

Executive Operations Assistant (Financial Services Firm)

Location: Jacksonville, FL

Salary: $65,000 - $85,000 + Benefits

Benefits: Health/Dental/Vision Insurance, 401(k) w/ match, PTO, Professional Development Support

Job Type: Full-Time | On-site

Typical

Hours:

Monday–Friday, 40–45 hours/week

Start Date: ASAP

Sponsorship is not available

Our client, an established private financial services firm, is seeking an Executive Operations Assistant to directly support the firm’s Owner. In this role, you will manage a complex calendar, coordinate business and personal scheduling, prepare meetings, track follow‑up items, and handle confidential information with precision. This role requires someone who can stay ahead of shifting priorities, resolve scheduling conflicts, manage multiple stakeholders, and bring structure to a fast‑moving executive environment.

Our client is looking for someone with strong professional maturity, sound judgment, excellent follow‑through, and the ability to communicate clearly on behalf of a busy executive. To be successful, you must be polished, discreet, proactive, and energized by creating order out of complexity. This is a high‑impact support role with visibility into executive‑level decision‑making and the opportunity to improve workflows and support the operational rhythm of a growing firm.

• Manage a high-volume complex executive calendar across multiple parties and priorities
• Anticipate scheduling conflicts and resolve shifting priorities with urgency
• Coordinate meetings, travel, events, agendas, materials, and follow‑up items
• Serve as first point of contact for calls, emails, requests, and urgent items
• Prepare polished decks, reports, documents, and client‑facing materials
• Build checklists, templates, workflows, and follow‑up systems
• Track deadlines, commitments, decisions, and project milestones
• Maintain organized systems for files, records, documents, and information flow
• Support operational projects through research, analysis, and documentation
• Communicate professionally with clients, partners, vendors, and team members

• Bachelor’s degree required
• 5+ years of executive support, high‑level admin, client service, or coordination experience required
• High-volume, complex scheduling experience involving multiple parties required
• Strong written, verbal, numerical, and MS Office (Excel, Word, PowerPoint) skills required
• Polished, mature, discreet, and highly responsive communication style required