Executive Assistant, Growth Operations

The Executive Assistant, Growth Operations position will provide administrative, operational, and project coordination support to the Head of Growth & Advisor Initiative. This individual will assist with calendar management, meeting follow-up, event logistics, travel coordination, advisor and COI relationship tracking, and budget organization to help support business development efforts across multiple markets. The ideal candidate is highly organized, detail oriented, proactive, and able to manage multiple priorities with strong follow-through and professionalism.

Key Responsibilities

Administrative & Calendar Support

• Manage and maintain the Head of Growth’s calendar, including scheduling meetings, appointments, and business development activities.
• Track follow-up items, deadlines, and next steps resulting from meetings.
• Prepare agendas, briefing notes, and meeting materials for key internal and external meetings.
• Assist with general administrative duties and special projects as needed.

Travel & Meeting Coordination

• Coordinate travel arrangements, including flights, hotels, ground transportation, and itineraries.
• Assist in coordinating local meetings across California, Nevada, Utah, and other growth markets.
• Ensure travel and meeting logistics are organized, accurate, and communicated in a timely manner.

Event Support & Materials Coordination

• Support logistics for advisors, COI, and business development events.
• Coordinate event setup, attendee communications, materials, vendors, and post-event follow-up.
• Source, order, and track event and promotional materials, including items shared with advisors such as pens, cups, and related supplies.
• Maintain organized records of event expenses, cost-sharing arrangements, and budget details.

Advisor & COI Tracking

• Maintain accurate and up-to-date records of advisor and COI contacts, introductions, meetings, and follow-up activity.
• Track relationship development efforts and ensure important next steps do not fall through the cracks.
• Assist in creating scalable systems and processes to support continued growth across markets.

Qualifications & Experience

• Bachelor’s degree or equivalent combination of education and relevant professional experience.
• 2+ years of experience in administrative support, executive support, operations, event coordination, or project coordination preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Proficiency with Microsoft Office Suite, Outlook, Excel, PowerPoint, Teams, and CRM or contact management systems preferred.
• Proactive, adaptable, and comfortable working in a fast-paced, growth-oriented environment.
• Must possess a valid California driver’s license, maintain a satisfactory driving record, and have reliable personal transportation for occasional local travel.
• Ability to travel occasionally as needed for meetings, events, and business development activities.
• Ability to lift and transport up to 30 pounds for event setup, materials distribution, and office-related activities.

Compensation & Benefits

• Annual Salary: $65,000-$80,000 depending on experience

Comprehensive benefits package, including:

• Medical, dental, vision, and life insurance
• Company-paid short-term and long-term disability
• 401(k) with 5% company match

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Bachelor’s (Required)

Experience:

• Executive administrative support: 2 years (Required)
• Microsoft Office: 2 years (Required)
• CRM software: 1 year (Preferred)

Ability to Commute:

• Newport Beach, CA 92660 (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person