Executive Assistant - RC

Responsibilities

• 🗓️ Calendar & Executive Scheduling
• ✈️ Travel Logistics & Direct Booking
• 💬 Outreach & Client Communication Support
• 🎟️ VIP Relations & Event Coordination
• 📋 Personal Admin & Accounting Liaison

Calendar Management & Executive Scheduling

• Coordinate and manage schedules across multiple business priorities and personal commitments
• Schedule meetings with prospective clients, professional partners, board commitments, and mastermind groups
• Proactively present a clear weekly overview of upcoming priorities and commitments
• Communicate regularly with internal points of contact to coordinate calendar availability and book appointments
• Follow up and confirm all scheduled appointments to ensure nothing is missed
• Travel Logistics & Direct Booking

Oversee high-volume domestic and international travel logistics

• Research flights and book directly through individual airline apps to capture direct-booking discounts
• Maintain and apply frequent flyer numbers, hotel loyalty programs, and traveler security credentials
• Outreach & Client Communication Support
• Support outreach efforts using structured, pre-approved templates and scripts
• Monitor inbound responses and report back with updates
• Draft thoughtful follow-ups according to established guidelines

VIP Relations & Event Coordination

• Manage guest invitations and coordinate scheduling for VIP client hosting and special events
• Maintain a curated list of high-priority contacts and proactively schedule outreach well in advance

Personal Administration & Accounting Liaison

• Assist with personal task management, including tracking bill payments and liaising with accountants
• Take on ad hoc projects and research tasks during downtime to stay continuously productive

Requirements

• Background supporting founders, executives, or wealth management professionals.
• Exceptional English Communication
• Highly articulate, polished spoken and written English; you'll represent this executive in every interaction.
• Discretion & Trustworthiness
• Comfortable handling confidential, high-net-worth client information and sensitive personal matters with the utmost integrity.
• Strong Organizational Skills
• Proven ability to juggle multiple priorities, calendars, and follow-ups without missing a beat.

Preferred

• Concierge or Hospitality Background
• Experience in premium hospitality settings is a plus.
• CRM/HubSpot Familiarity

Additional Information

• Review this Doc first!
• How to Prepare for the Recruiting Process - https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

Why Are They Hiring an Executive Assistant?

Our client is hiring an Executive Assistant to provide dedicated, high-level support directly to a senior wealth management executive who is balancing a thriving independent practice, an ambitious new fintech venture, and a demanding personal schedule. This role's main mission is to bring order and momentum to a busy calendar—managing scheduling, travel, outreach, and follow-through so nothing falls through the cracks.

You'll become a trusted right hand

someone who anticipates needs, keeps priorities moving, and frees up valuable time for what matters most. As trust builds, there's real potential to grow into a more senior, long-term partnership role supporting both the personal and business sides of this executive's world.

If you're a highly articulate, discreet, and proactive professional who thrives on staying two steps ahead and enjoys white-glove, high-touch support work—this role could be a great fit for you. ✨

Must-Haves

Executive/C-Suite Support Experience

Financial Services Exposure

Experience supporting premium clientele, high-value accounts, or financial services professionals.

AI Fluency

Comfortable using tools like ChatGPT and Claude for research, writing, and content creation.

Nice-to-Haves

Exposure to CRM platforms and structured outreach tools.

Your responsibilities include

Want to Know More About the Client?

Our client leads a well-established, independent wealth management practice built on more than three decades of experience in financial services. Since launching as an independent firm, they've grown quickly—hitting their first-year milestones in record time—while serving close to 120 high-net-worth families with $10M+ in assets. Their work spans investment management, estate and tax planning, risk management, philanthropic strategy, and more, all delivered with a hands-on, family-office level of care.

Not content to stop there, our client is also building something new: an AI-enabled platform designed to bring the same caliber of family-office support to a wider range of affluent households. It's an ambitious blend of cutting-edge technology and human expertise, and it's just getting started. Joining this team means stepping into a fast-paced, high-growth environment where your work directly supports both a thriving legacy practice and an exciting new venture. 🌟

Culture and Core Values

This is a team that treats wealth management as a stewardship responsibility, not just a technical discipline—and that mindset shapes everything from how they treat clients to how they support one another.

Self-Accountability

Disciplined oversight and personal responsibility are non-negotiable; the team holds itself to exacting standards.

Servant Leadership

Every decision is made with one mandate: serve the client's best interest, with candor and long-term relationships in mind.

Lead with Grace

Complex situations call for collaboration, not ego—confidence here is expressed through steadiness, not volume.

Momentum in Action

The team acts with clarity and urgency, staying prepared, aligned, and focused on results.

Heartfelt Candor

• Transparency and honest, respectful communication strengthen both trust and outcomes.
• Together, this team brings discipline, heart, and hustle to everything they do—and they're looking for someone who matches that energy. 💯

What's in it for you?

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

Real Growth Potential

As trust builds, there's a clear path to take on more responsibility across both the wealth management practice and the new AI venture.

High-Trust Environment

Work directly with a leader who values proactive initiative over micromanagement.

Remote Flexibility

Work from anywhere while supporting a fast-paced, high-touch executive.

Front-Row Seat to Innovation

Get exposure to both a thriving legacy wealth-management practice and an exciting, AI-driven startup.

Meaningful, Varied Work

No two days look the same, from high-level scheduling to travel logistics to client outreach and beyond.

Long-Term Career Path

This client is hiring for the long haul and is prepared to invest in the right person's growth.

Work That Matters

• Play a genuine role in supporting an executive who values stewardship, integrity, and heartfelt candor.
• Your next big opportunity starts here—ready to take the leap? 🚀

WeAssist

(Not your average Recruiting Firm…)

Started by Reef Colman just six years ago, is not your typical staffing agency...

We are a dynamic recruiting firm focused on creating fair opportunities in the business world. We have a team of over 100 people. We help US businesses find skilled remote workers and connect these workers with good employers.

What makes us different is how much we care about our people! We give good benefits, support personal growth, and get involved in the community. We also support good causes like building schools, helping the homeless, and improving education. Come join us at WeAssist, where remote workers do their best!

Perks

• 13th Month Bonus (Wild right?! 🤯)
• Permanent work-from-home / remote set-up 🌴
• Health insurance 🧑‍⚕️
• Dental insurance 🪥
• Mental health insurance 🧠
• Great starting salary 💰

Growth opportunity 📈

• Performance-based raises 💸
• Prizes and bonuses 🏆

Specifics

Time

Full-time; EST Timezone

• This is a remote position so you can have the freedom to work from anywhere
• Miscellaneous
• Attire - business casual when in meetings
• Professional setup
• Clean background
• Good camera
• Good microphone
• Strong wifi

Tech Stack

• 💻 Google Workspace / MS Office
• 🤖 ChatGPT & Claude (AI tools)
• 📊 HubSpot (upcoming)
• 🔗 Salesforce
• ✈️ Airline & Travel Booking Apps
• 💼 LinkedIn (for outreach)

Compensation

Fixed Rate $9,600 - $14,400/yr