Executive Assistant

5+ years of executive assistant experience supporting C-suite executives or senior leadership within a wealth management firm, family office, public accounting firm, law firm, consulting firm, or other professional services organization. We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to senior leadership within a growing firm.

EXECUTIVE ASSISTANT
Pittsburgh, PA
$80,000-$110,000

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to senior leadership within a growing firm. This individual will serve as a trusted partner to executives, managing complex calendars, coordinating meetings and travel, assisting with client communications, and supporting strategic initiatives. The ideal candidate is professional, detail-oriented, discreet, and thrives in a fast-paced, client-focused financial services environment.

OVERVIEW OF THE EXECUTIVE ASSISTANT ROLE:

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• Manage complex calendars, appointments, and scheduling for executive leadership.
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• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and expense reporting.
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• Prepare meeting agendas, presentations, reports, and supporting materials.
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• Attend meetings as needed, take notes, and track action items to completion.
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• Prioritize and manage incoming communications, ensuring timely follow-up and response.
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• Serve as a professional point of contact for clients, business partners, and vendors.
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• Coordinate client meetings, conferences, and appreciation events.
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• Prepare client meeting packets, investment materials, and presentation documents.
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• Assist with onboarding new clients and maintaining organized client records.
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• Maintain strict confidentiality regarding client financial information and executive communications.
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• Support day-to-day office operations and executive administrative needs.
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• Process expense reports, invoices, and reimbursement requests.
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• Organize and maintain electronic and physical filing systems.
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• Assist with vendor coordination, office supplies, and facilities-related needs.
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• Coordinate internal meetings, training sessions, and company events.
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• Assist with special projects and strategic initiatives across the organization.
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• Track deadlines, deliverables, and follow-up items for executive leadership.
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• Support document preparation, proofreading, and formatting.
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• Help streamline administrative processes and identify opportunities for increased efficiency.
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PREFERRED QUALIFICATIONS FOR THE EXECUTIVE ASSISTANT:

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• Associate's or Bachelor's degree preferred.
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• 5+ years of executive assistant experience supporting C-suite executives or senior leadership within a wealth management firm, family office, public accounting firm, law firm, consulting firm, or other professional services organization.
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• Exceptional organizational and time management skills.
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• Strong written and verbal communication abilities.
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• High level of professionalism, discretion, and confidentiality.
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• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
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• Experience with CRM systems (Salesforce, Redtail, Wealthbox, or similar) is a plus.
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• Ability to work independently while maintaining strong attention to detail.
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