Executive Assistant

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Job description

Who We Are:
The firm is a fully in-person and established boutique integrative wealth management firm, located in Austin, TX. We support a multi-generational, Texas-based family including their business ventures, investments, a private foundation and related entities.

Who You Are:
We are looking for a highly organized and proactive Executive Assistant with experience wealth management or finance to provide comprehensive support for our team, which includes three executives, an investment manager, and a finance/accounting manager. In addition to traditional executive assistant responsibilities, this role will involve managing insurance, light bookkeeping, and serving as the primary coordinator for our file storage and retention.

This position will replace a retiring long-term administrative professional. We expect a smooth transition, with mentorship and training alongside the outgoing employee.

What You'll Do:
Responsibilities: This role requires a proactive individual with exceptional communication, project management, and organizational skills. The Executive Assistant will take ownership of key areas within the company, ensuring streamlined processes, efficiency, and execution across all tasks. The ideal candidate will demonstrate professionalism in interactions with clients, stakeholders, and internal teams, maintaining a high standard of service and attention to detail. Responsibilities include, but are not limited to:

Client Relations: Serve as the primary point of contact for executives, clients, investors and other stakeholders, ensuring excellent customer service and clear communication. Coordinate quarterly investment meetings, bi-annual family meetings, and other client engagements, with a focus on preparing professional presentations. Oversee our Client Portal, including content creation and updates (experience with social media and content development is a plus).

Office Management: Maintain office equipment and supplies, and act as primary contact with building management. Plan and organize team-building activities to foster a positive and collaborative work environment. Coordinate with IT service providers to maintain up-to-date systems and ensure high cybersecurity standards are consistently met.

Investment Support: Assist the Investment Manager with preparing subscription documents and ensuring compliance with Know Your Client (KYC) regulations. Liaise with fund managers and third-party advisors to ensure accurate and timely processing of investment subscriptions and capital calls, including preparing necessary documentation.

Trusts & Entities Administration: Maintain accurate records for trusts and entities, drafting documents as requested. Serve as primary coordinator of SharePoint files, ensuring records are organized, up-to-date and easily accessible, including implementing and maintaining a record retention policy for the company. Monitor and ensure compliance with the Corporate Transparency Act, including tracking logs and filing deadlines.

Insurance Management: Ensure appropriate business and personal lines of insurance are in place for the company and its clients. Maintain up-to-date insurance records and proactively review policies for renewals or necessary adjustments. Handle any claims as required by clients or the company, along with 3rd party insurance advisors.

Accounting Support: Process check and wire transfer requests, expense reports and invoices in a timely and accurate manner, adhering to company internal controls policies and procedures.

What You Bring:
The ideal candidate will possess the following qualifications or credentials:

Bachelor's degree or equivalent experience preferred.

Proven experience as an executive assistant or similar role, supporting multiple executives and managing complex administrative tasks.

Strong organizational skills and attention to detail, with the ability to prioritize and multitask in a fast-paced environment.

Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Sharepoint.

IT and Cybersecurity acumen and experience

Discretion and confidentiality when handling sensitive information and confidential matters.

Professional demeanor and strong work ethic (pro-active and dependable)

What We Offer:
Salary range $80k-$90k (dependent on experience level)

Annual discretionary bonus, and benefits will be offered. We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

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