Executive Assistant

Executive Assistant Wealth Coast - Wealth Management & Insurance Solutions is a financial planning services firm affiliated with Northwestern Mutual Private Client Group. Our mission "Get the most out of life" drives how we engage with our clients, and we pride ourselves in providing comprehensive financial planning to clients that begins with a discovery process on what is most important to them. We build clients a comprehensive financial plan that integrates all facets of their financial world including private businesses, real estate, and other assets; liabilities; insurance; taxes; and cash flow. Most importantly, we prioritize implementation, flexibility, and achieving goals with a high probability of success.Role: The Executive Assistant (EA) provides essential administrative and operational support to the executive leadership team, assisting the Chief of Staff (CoS) and Chief Growth Officer (CGO) on firm-wide initiatives. The EA will be highly organized, proactive, and detail-oriented, serving as the central point of coordination for executive workflows, project management, and firm-wide logistics. This position is ideal for someone who thrives in a fast-paced, professional services environment and finds satisfaction in creating clarity, structure, and momentum.Responsibilities: Administrative & Operational Support Coordinate business travel, logistics, and event planning for executives and the firm.Liaison with bookkeeper and Chief of Staff for receipts, invoices, and expense tracking.Maintain and update records in CRM and other firm systems as requested.Document processes and create SOPs to improve efficiency and consistency.Coordinate back-office operations including external vendors, mailroom, documentation management, etc.Support technical setup and troubleshooting for team members in coordination with the tech consultant.Support new hire onboarding, including systems setup and logistics.Support recruiting logistics (scheduling, communications) and culture-building initiatives.Conduct light research or analysis (e.g., vendors, tools, process improvements) to support operational decisions.Coordinate and manage contracting and licensing for the team.Provide backup support to the operations team and occasional client servicing if needed.Special Project & Team Support Own the executive team's project management system, ensuring progress is captured, deliverables are tracked, and deadlines met. • Maintain a master timeline of firm-wide initiatives and key deliverables, flagging dependencies and deadlines in advance.Support internal team meetings (e.g., weekly huddles, L10s, firm-wide all-hands) by managing logistics, agendas, materials, and follow-up.Draft internal communications, firm-wide updates, and materials on behalf of the executive team.Support CGO and CoS in preparing materials for leadership and other stakeholder meetings.Take detailed meeting notes, assign action items, and follow up on completion.Coordinate cross-departmental initiatives as needed (e.g., Wealth Coast University)Qualifications Financial services industry experience preferredNorthwestern Mutual experience preferredEfficient with Microsoft Office Suite, especially CRM, Word, Outlook, Excel & Adobe AcrobatExcellent communication (verbal and, especially, written) skillsExtremely high attention to detail and ability to work with a close-knit teamAbility to document work processes, streamline tasks for efficiency, and ensure work is done accuratelyWork collegially and productively with clients, peers, and other team membersPublicly represent the firm's strategic brandWhat We Provide Hybrid work environment with remote work on Fridays after successful completion of introductory periodCompany paid, industry designations/certifications including exam course materialPaid Time Off + 9 observed holidaysMedical, Dental and Vision benefits401(k) retirement plan with up to 4% matchEmployer-paid Life Insurance and LTD

Created: 2025-09-23