Executive and Personal Assistant to Founder

Exceptional Admins (EA) is seeking an administrative professional for an opportunity with a Financial Services Firm headquartered in Denver, operating without a physical office.

EA is a boutique company that focuses on placing career minded professionals with growth-minded employers. The philosophy behind the EA process is to deliver top candidates to each client with the outcome producing high-level support to the role and organization.

About the Firm

Founded in 2019, the firm provides trust, estate settlement, and specialty asset management services to a diverse portfolio of high-net-worth clients. The twelve-person team is highly committed and hardworking, with plans to grow to 18 over the next year. Their mission is to help clients protect their legacy through exceptional service and personalized care. Every client is treated as if they are the only client, five-star hospitality and attention to detail are imperative.

The Founder is kind, highly motivated, and very busy. While the firm maintains two locations in Wyoming and Colorado, the team works fully remote across various locations. The Founder works primarily from his home office in Eagle County, traveling to Cherry Creek North weekly for in-person meetings.

Hiring Goal

The client is seeking a skilled professional who thrives in ambiguity, able to juggle multiple priorities while maintaining clarity, accuracy, and momentum across the business and its initiatives.

This Executive and Personal Assistant is a key member of the team, supporting the Founder and business related activities. The ideal candidate will demonstrate established skills in client service, hospitality, organization, and curiosity-driven anticipation of needs.

Initial Executive Support – First 6-months

• Study the Founder closely to identify patterns, which will support anticipating needs
• Assume communication and meeting management, where immediate impact is easy
• Learn about existing business goals and the next 6-months demands of the Founder
• Conduct research/review of past activities from last 6-months, while learning clients
• Shadow Founder with all new business deal activities, which could be joining meetings

ROLE OVERVIEW

Executive Support – 65%

• Calendar management
• Proactively prioritizing commitments, resolving scheduling conflicts, and ensuring Founder’s attention remains focused on the highest-value activities
• Manage inbox, i.e., draft, review, organize, and distribute professional correspondence on behalf of Founder
• Schedule and prepare for internal and external meetings (i.e., client meetings, board meetings & presentations, leadership team meetings)
• Prepare agendas and other meeting-related resources
• Prepare Founder for meetings
• Track action items and follow ups (leverage AI transcription tool)
• Arrange domestic travel logistics (2-3 times a month, frequently to WY office)
• Prepare itineraries, manage reservations, and coordinate full cycle logistics
• Streamline and manage to-dos to meet deadlines
• Anticipate upcoming needs, deadlines, meetings, and potential conflicts before they require intervention
• Help with presentation prep
• Support ad hoc requests (e.g., research, outreach)
• Maintain awareness of all deadlines and deliverables to anticipate needs and resolve challenges before they arise

Business Support – 25%

• Collaborate with team members on client relationship management using Monday.com, MS Office 365, Comply Advantage, Addepar, web, financial services industry specific tools.
• Partner with internal and external business contacts via various platforms or in person
• Maintain and organize electronic files for easy accessibility
• Creating process around engagement letters, proposals, presentations
• Engage IT support (third-party vendor), as needed
• Collect and manage shipment and mail activities
• Support Founder with internal employee engagement activities (i.e., quarterly one on one’s with employees, annual strategic planning meeting, etc.)
• Perform part of new client onboarding process; engagement letters, obtaining confidential & sensitive information, performing background check (Comply Advantage), document in ProTrustee for regulatory purposes, obtain approval from BSA committee, etc.
• Coordinate and execute events that foster positive experiences for clients and guests (e.g., annual strategy meetings, and client dinners)
• Partner with the team to manage event logistics: create invita…