Executive Assistant

Executive Assistant – Wealth Management

Location: Smithtown, NY

Employment Type: Full-Time

Compensation:  $96,000 + Bonus

Position Overview

Our client, a growing wealth management firm , is seeking a highly organized and proactive Executive Assistant to provide direct support to senior leadership and help ensure the smooth operation of the practice.

This individual will serve as a trusted partner to the executive team, managing complex calendars, coordinating meetings and travel, preparing materials, handling correspondence, and helping prioritize competing demands.

The ideal candidate is polished, detail-oriented, highly discreet, and comfortable working in a high-touch financial services environment where confidentiality, responsiveness, and exceptional organization are critical.

This is more than a traditional administrative position. The Executive Assistant will be expected to anticipate needs, solve problems independently, and help senior leadership stay focused on clients, business development, and strategic priorities.

Key ResponsibilitiesExecutive Support

• Provide comprehensive administrative support to senior leadership.
• Manage complex calendars, meetings, appointments, and scheduling priorities.
• Coordinate internal and external meetings with clients, prospects, business partners, and professional advisors.
• Prepare executives for meetings by organizing agendas, presentations, reports, and supporting materials.
• Manage email correspondence and assist with prioritizing time-sensitive requests.
• Track important deadlines, commitments, and follow-up items.
• Anticipate executive needs and proactively address scheduling or administrative issues.

Client & Relationship Coordination

• Serve as a professional point of contact for clients, prospects, and external business partners.
• Coordinate client meetings and ensure executives are properly prepared.
• Maintain a high level of professionalism when interacting with high-net-worth and ultra-high-net-worth clients .
• Assist with client events, dinners, conferences, and other relationship-building activities.
• Maintain strict confidentiality regarding client and firm information.

Travel & Event Coordination

• Coordinate domestic and occasional international travel, including flights, hotels, transportation, and itineraries.
• Manage changes to travel plans and resolve scheduling conflicts.
• Coordinate executive attendance at conferences, industry events, and client functions.
• Assist with planning internal meetings, company events, and client-facing events.

Administrative & Operational Support

• Prepare presentations, correspondence, reports, and other executive materials.
• Maintain organized electronic records and documentation.
• Process expense reports and assist with invoice and vendor coordination.
• Work closely with operations, client service, compliance, and advisory teams.
• Assist with special projects and firmwide initiatives as needed.
• Identify opportunities to improve administrative processes and executive workflows.

QualificationsRequired

• 5+ years of Executive Assistant or senior administrative support experience.
• Experience directly supporting C-suite executives, founders, partners, or senior leadership .
• Exceptional calendar management and organizational skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent judgment and ability to handle highly confidential information.
• Strong attention to detail and follow-through.
• Professional and polished communication style.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams .
• Ability to work independently and anticipate needs rather than waiting for direction.

Strongly Preferred

• Previous experience within wealth management, an RIA, financial services, private banking, family office, asset management, or professional services .
• Experience supporting a Founder, CEO, Managing Partner, or senior financial advisor .
• Experience interacting with HNW/UHNW clients.
• Familiarity with CRM systems such as Salesforce, Wealthbox, or Redtail .
• Experience coordinating complex travel and executive/client events.

MOHR Talent is an equal-opportunity employer and complies with all applicable federal, state, and local nondiscrimination laws. We provide equal employment opportunit…