Executive Assistant

In Office NYC-Based

I’m a financial advisor in NYC building a growing business. I’m looking for a highly organized, detail-oriented Executive Assistant to work directly with me and help keep both my professional and personal life running smoothly.

This role is ideal for someone who thrives on structure, loves checking things off a list, anticipates needs before they’re asked, and enjoys being a trusted right hand.

You will play a critical role in helping me stay focused on high-level responsibilities by managing logistics, follow-ups, scheduling, CRM documentation, recruiting coordination, and day-to-day execution.

• Summarize meeting notes and convert them into clear, compliant, CRM-ready documentation
• Maintain and organize my calendar, including:
• Scheduling and rescheduling meetings
• Confirming meetings with clients and internal team members
• Managing conflicts and prioritization
• Track tasks, deadlines, and follow-ups to ensure nothing falls through the cracks
• Support planning and execution of my personal business plan

• Enter and organize meeting notes, action items, and follow-ups in CRM
• Maintain consistency, clarity, and professionalism in all internal documentation
• Help streamline workflows and improve organizational systems over time

• Review incoming resumes and pre-qualify candidates for interviews
• Reach out to candidates to schedule and coordinate initial screening conversations
• Help manage interview logistics as the team continues to grow rapidly
• Maintain organization and follow-up throughout the recruiting process

• Organize trips to visit clients in Dallas, Houston, and California including:
• Flights and accommodations
• Restaurant research and reservations
• Client-appropriate venues and meeting logistics
• Ensure trips are efficient, well-planned, and stress-free

• Handle personal administrative tasks, including:
• Scheduling appointments (e.g., dentist, personal errands)
• Proactively identify and handle small but important tasks that save time and mental bandwidth

• Exceptionally organized with strong attention to detail
• Comfortable managing both professional and personal tasks
• Strong written and verbal communication skills
• Confident interacting with candidates, clients, and internal team members
• Tech-savvy and comfortable working with:
• CRM systems
• Calendars (Google/Outlook)
• Email, scheduling tools, and task managers
• Proactive, reliable, and able to work independently
• Discreet, trustworthy, and comfortable handling sensitive information

• Full Time: 40 hours per week
• Compensation: $65,000-$85,000
• Schedule:
  
  Flexible, with some responsiveness during business hours
• Growth Opportunity:
  Long-term potential for expanded responsibilities and growth in compensation

This is not a generic assistant role. You’ll be a key support partner helping me scale a growing team while staying focused, organized, and effective. If you enjoy being the person who keeps both people and processes moving forward, this role will be deeply rewarding.