Executive Support Specialist

The Executive Support Specialist is a key partner to the CEO and team, with primary responsibility for managing complex, overlapping calendars, overseeing the CEO’s email inbox, and keeping the firm’s CRM and service models running smoothly. This role ensures that appointments are well-coordinated, priorities are clear, and client and prospect information is accurate and up to date. The Executive Support Specialist also provides day-to-day administrative and operational support, helping the CEO and team work efficiently and maintain a high standard of service in a fast-paced environment. This role is especially focused on:
Managing extremely busy, overlapping calendars for the CEO and team.Triaging and following through on the CEO’s e-mail inbox and tasks.Owning the CRM software and service models to ensure consistent, timely client touchpoints.
Key Responsibilities Executive Support:Efficiently manage CEO’s schedule using Microsoft Outlook and Calendly to optimize time and minimize conflicts.Oversee and manage the CEO’s e-mail inbox and task list: triage, respond and delegate to ensure timely follow-through.Proactively anticipate the CEO’s needs by preparing information, materials, research, and reminders to minimize distractions and keep focus on top priorities.Support the CEO through project management, travel coordination, running errands, and clear communication with others.
Scheduling and Office Coordination:Manage complex, overlapping calendars for multiple advisors and team members.Strategically schedule and coordinate meetings to maximize advisor capacity while minimizing rescheduling.Answer and screen incoming phone calls. Handle incoming requests or transfer to appropriate team member.Deliver outstanding customer service and help enhance the client experience by proactively seeking ways to help our clients feel valued.Provide general office and administrative support, including serving as a backup for other team members and helping maintain consistent office and phone coverage during absences.Follow and help improve workflows, processes, and team collaboration.Lead or assist with special projects.
CRM and Service Model ManagementServe as the primary owner of the CRM platform, including maintaining data integrity and consistency, supporting workflows and task management, and helping the team use the system effectively.Ensure the firm’s service models is executed consistently and effectively, so that no client meeting or required touchpoint is overlooked.Maintain accurate, timely client and prospect records, data, notes, and tasks in CRM.Prepare monthly reports on past-due and upcoming meetings and capacity trends to help improve efficiency.
RequirementsMinimum 2 years’ experience in similar role, including managing complex calendars for teams and e-mail inboxes for executives.At least 2 years’ experience in managing CRM software, Redtail preferred.Advanced proficiency with Microsoft Office (especially Outlook, Teams, Word, Excel) and ability to learn new technology quickly.Excellent verbal and written communication skills.High-performing, strategic thinkerAbility to handle disruptions while maintaining focus and ensuring high follow-through.Proactive and detail-oriented with capacity to work independently at a fast pace.Exceptional professionalism, discretion, and judgement with confidential information.Familiarity with general investment and financial planning terminology, preferred.