Executive Admin for Boutique Wealth Management & Consulting Firm
Are you a proactive, detail-oriented professional with a knack for managing complex schedules and juggling competing priorities? This position combines essential support to our CEO, administrative coordination, and office management to ensure seamless day-to-day operations.
This pivotal role demands a highly organized, resourceful professional with excellent communication and problem-solving skills. You'll manage calendars and correspondence; coordinate key initiatives and special projects; and assist with client relations and meetings, all while maintaining confidentiality and fostering a welcoming environment. This role is perfect for an organized individual eager to grow. Experience in financial services and CRM platforms is a plus.
We are willing to be flexible in scope for the ideal candidate; team fit and values alignment are our top priorities. We run a lean team, and this role is critical to help the CEO keep focus on strategic priorities, including business growth, leadership, and decision-making. If you thrive under pressure, embrace challenges, and love making a positive impact, we want to hear from you!
COMPANY: ALFA Advisory, Denver, CO (Denver Tech Center)
We are a boutique financial advisory firm that serves business owners and entrepreneurs. We help our clients with a spectrum of wealth management decisions, all centered on their business and their human capital as their greatest assets. Our operational partner, Sanctuary Wealth, directs $50B in client assets.
Our firm's core values are Excellence, Integrity, Accountability, Community, and Innovation. We are results and action-oriented, with a focus on attention to detail and quality. We put a premium on strong talent and great energy; our small team only wants to work with other high-performing people with a sense of humor. Life is too short to not love what you do, and the work we choose is one of the biggest ways we can make an impact on our community and world!
ROLE RESPONSIBILITES:
Comprehensive Executive Support to CEO, including:
- Ability to exercise discretion and good judgement, maintain confidentiality, and handle sensitive information securely and with the upmost professionalism.
- Work independently on projects, from conception to completion, with the ability to prioritize tasks
- Ability to anticipate executive needs while managing conflicting objectives, projects or activities
- Screen, prioritize and respond to incoming emails, telephone calls and voicemail
- Manage calendars, resolve scheduling conflicts, and make travel arrangements
- Compose and proof high-quality correspondence on behalf of CEO
- Monitor and coordinate team progress on key initiatives, such as taking internal meeting minutes
- Assist with relationship tasks, such as referral thank-you gifts and client birthday cards
- Assist with personal administrative tasks, such as scheduling personal appointments.
Administrative Support to the Team, including:
- Warmly receive clients and prospects; respond to their arrival in-person, or requests/inquiries on the phone or through email, and update client records in the CRM system.
- Build trust and confidence through effective communication, such as gathering request details from a client efficiently and professionally on the first interaction, to avoid unnecessary follow-ups.
· Process cash management tasks, such as wires, ACH transfers, and journals, with accuracy.
- Assist advisors with administrative meeting preparation tasks and paperwork, such as preparing agendas, documenting a client's financial updates, running reports, and printing presentations.
- Prepare financial documents and forms to send; monitor for timely return; and then process, including account openings, transfer forms, and ongoing maintenance.
- Ensure accurate creation, organization, archiving, and maintenance of confidential files/records.
- Contribute to the development, refinement, and documentation of operational processes while ensuring compliance with legal and regulatory standards and data protection.
- Oversee marketing workflow, including generating lists and managing compliance approval.
- Assist in planning, organizing, and coordinating periodic in-person events and meetings, including logistics, venue booking, A/V, catering and transportation.
Office Management for Smooth Day-to-Day Operations:
- Ensure the office maintains a professional appearance and is welcoming to clients and prospects.
- Maintain refreshments and serve clients to welcome them upon arrival.
- Manage office supplies and coordinate with vendors, i.e. third-party IT services for equipment
- Coordinate staff on/off-boarding, which includes requesting equipment set-up and system access.
- Coordinate with building management for office-related issues (maintenance, repairs, etc.).
QUALIFICATIONS:
- 5+ years of experience as an Executive Assistant or similar role, providing a high-level of support to C-suite executives and/or senior leadership in a fast-paced environment.
- Outstanding written and verbal communication skills and etiquette; in-person and over the telephone, with a strong ability to manage complex information and present effectively.
- Excellent organizational, time-management, prioritization and multitasking skills with keen attention to detail and accuracy, and with the ability to handle multiple tasks simultaneously.
- Positive attitude and proactive approach to problem-solving with strong decision-making skills and the ability to work independently; comfortable operating with ambiguity.
- Proficiency in Zoom, Calendly and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Must pass a background check and be willing to undergo fingerprinting for licensing, if required.
Skills & Abilities:
- Strong work ethic with high degree of personal ownership and accountability; not afraid to take initiative; ability to relay bad news and manage expectations; thrives on challenge.
- Capable of working well under pressure, adapting to situations and staying flexible in approach; completing tasks/projects with minimal supervision, and under tight timelines/competing priorities.
- Comfortable leveraging technology and software to streamline processes and enhance efficiency.
- Receptive to direct feedback; eager to build expertise, learn and grow personally, professionally.
- Demonstrated ability to balance tactical execution with strategic thinking.
- Previous experience in a financial services environment, FINRA Series 7 and/or 65 license, CRM database management, and/or application of AI tools all a plus.
BENEFITS & COMPENSATION:
- Base salary target range for full-time employment is $65,000 - $75,000; or $26-$32/hr. if 1/2 time or 3/4 time with the potential to increase hours dependent on performance and business needs. Actual compensation based on various factors, such as skills, experience, and qualifications.
- Hybrid work environment targets 60% office, 40% remote; will vary due to client meeting volumes
- Eligible employee benefits include medical, dental, vision, life insurance and disability insurance, a 401(K) program with a company profit sharing contribution, and paid holidays and vacation.
- Professional training and development and career progression in a rapidly growing company.