Executive Administrative Assistant

Position

Executive Administrative Assistant

Reports to: Director of Human Resources

Location(s) La Jolla, California

Employment Type: Full-time, In-office

Status: Exempt

Position Summary This Executive Administrative Assistant provides high-level executive, sales, and operational support to the Managing Partner and senior advisor within a fast-paced private wealth management firm. The position is integral to business development, client relationship management, and overall firm operations, requiring exceptional organization, discretion, and the ability to manage competing priorities across both business and personal responsibilities.

Key Responsibilities Executive & Calendar Management

• Manage complex, high-volume calendars for the Managing Partner and senior advisor, prioritizing competing demands and optimizing scheduling efficiency
• Coordinate meetings, calls, and events across internal teams, clients, and external stakeholders
• Oversee inbox management, including prioritizing correspondence, drafting communications, and directing inquiries appropriately

Client Relationship & Sales Support

• Function as a primary liaison for high-net-worth and ultra-high-net-worth clients, delivering a white-glove service experience
• Support business development efforts by preparing client presentations, pitch materials, and tracking sales pipeline activity
• Maintain CRM systems (Salesforce), ensuring accurate client records, pipeline tracking, and timely follow-ups
• Facilitate client onboarding, including preparation of account documentation and coordination with custodians and internal teams

Meeting, Event & Travel Coordination

• Coordinate client meetings, firm events, and marketing initiatives, ensuring seamless execution and high-quality client experiences
• Prepare meeting agendas, materials, and reports for leadership and client interactions
• Manage end-to-end travel logistics, including flights, accommodations, itineraries, and expense reporting

Reporting & Business Operations

• Generate and maintain weekly, quarterly, and ad hoc reports on client activity, pipeline progress, and business development efforts
• Lead client outreach initiatives, including quarterly scheduling and follow-up coordination
• Support financial administrative tasks such as expense reporting, invoice processing, and reconciliation

Office Operations & Administration Support

• Oversee day-to-day office operations, including mail management, document organization, and process improvement initiatives
• Provide cross-functional administrative support to leadership and advisory teams
• Manage accounts payable processes, vendor communications, and financial recordkeeping

Compliance & Confidentiality

• Handle sensitive client financial and personal information with the highest level of confidentiality
• Ensure adherence to regulatory, compliance, and firm policies across all client and operational activities

Additional Responsibilities

• Support firmwide events, conferences, and client seminars, coordinating logistics across multiple teams and calendars
• Assist with HR-related and multi-state administrative matters as needed
• Provide personal and property management support, including scheduling, vendor coordination, and expense oversight
• All other duties assigned

Minimum Requirements

• 5+ years of experience in administrative, facility, or executive support roles (financial services or professional services experience preferred).
• Strong organizational skills with the ability to prioritize multiple tasks in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with CRM systems a plus.
• Professional demeanor, discretion, and the ability to handle confidential information.
• Strong problem-solving skills and ability to work independently and collaboratively.
• Strong attention to detail and accuracy.
• Exceptional interpersonal skills and client service orientation.
• Ability to manage competing priorities with grace under pressure.

Additional Requirements

• Ability to travel up to 0–10% as needed for business purposes.
• Flexibility to work outside of standard business hours, including occasional evenings or weekends, to attend key events and support organizational needs.

KEY COMPETENCIES

• Proactive a…