Executive Assistant

Executive Assistant Are you a highly organized professional who thrives in a fast-paced environment and excels at supporting senior leaders with precision, discretion, and proactive problem-solving? Gatewood Wealth Solutions, a comprehensive wealth management firm, is seeking a detail-oriented Executive Assistant to provide high-level administrative, scheduling, and logistical support to firm leadership. This role is centered on optimizing executive time, managing complex calendars, and supporting executive-led business and personal priorities, including client-facing key moments and relationship-building activities. You will work closely with senior leadership and internal partners to ensure seamless coordination of meetings, travel, and executive-hosted engagements, while maintaining the highest standards of professionalism and confidentiality. Key Responsibilities Executive Scheduling & Time Provide full-service scheduling support for firm leadership, including client meetings, strategic planning sessions, and business development activities Optimize executive calendars to minimize conflicts, prioritize high-impact work, and improve overall efficiency Coordinate internal meetings across advisors, planners, and specialists to ensure alignment and preparedness Manage external meeting coordination with clients, prospects, Centers of Influence, and business partners Prepare agendas, pre-meeting materials, and follow-up notes as needed Coordinate executive travel, offsite meetings, and recurring leadership meetings Executive Business & Key Moment Support Support executive-hosted activities related to business development and client experience, including client celebrations, milestone events, and relationship-building engagements Assist with logistics for select personal events tied to executive priorities and client or firm relationships Coordinate venues, vendors, reservations, and timelines in partnership with internal teams or external providers Manage invitations, confirmations, and attendee tracking for executive-hosted engagements Ensure executives are prepared for key moments with schedules, materials, and logistical support Assist with post-engagement follow-up and coordination with internal teams Leadership & Administrative Support Maintain executive calendars and support scheduling tied to firmwide initiatives Take detailed notes during leadership meetings, strategy sessions, and retreats, capturing decisions and action items Track follow-ups and progress on leadership initiatives to ensure accountability Serve as a liaison between executives and internal teams to support clear communication and timely execution Handle confidential and sensitive matters with discretion and professionalism Systems, Data & Expense Management Maintain accurate and up-to-date records in Practifi, including contacts, meetings, and business development activities Ensure relationship-building meetings and engagements are properly documented and coded Code business and personal expenses accurately in Divvy, ensuring compliance and proper documentation Support data integrity and consistency across systems and reporting Process Improvement & Growth Support Review and refine administrative and scheduling processes to support firm growth and scalability Identify inefficiencies and recommend solutions to improve executive support and operational effectiveness Collaborate with leadership to implement best practices that align with organizational goals

Created: 2026-03-04