Job Description

We are seeking an experienced and highly skilled Executive Assistant to support the Chief Executive Officer and Director of Advanced Planning at a multi family boutique Wealth Management firm in Nashville. This role will serve as the communications gatekeeper, managing inbound and outbound communications, ensuring timely delegation to team members, and upholding our high standards of client service and responsiveness. The ideal candidate is an exceptional problem solver, proactive, and thrives in a fast-paced, dynamic environment. This position requires extensive communication internally and with clients. Strong interpersonal skills are essential, as you will need to build and maintain positive relationships, fostering trust and collaboration.

This is an exciting opportunity for an individual who values excellence, discretion, and has a strong desire to grow within a reputable organization.

This position is based in Nashville and onsite presence is required to facilitate teamwork and communication.

Duties and Responsibilities

· Manage the central family office inbox, delegating client communications and tracking response times to ensure service level standards are consistently met.

· Manage executive emails, voicemails, and text messages, ensuring prompt review, prioritization, and delegation to appropriate team members.

· Track and report the status of delegated tasks, client requests, and project deliverables, providing regular updates and follow-ups to ensure timely and high-quality completion.

· Manage complex calendars, appointments, and travel arrangements for the CEO and Director of Advanced Planning, acting as the primary gatekeeper for their schedules Coordinate meetings, events, and engagements with a high level of professionalism.

· Prepare and edit correspondence, presentations, and reports.

· Act as a key point of contact for the principal(s), providing exceptional service to internal and external stakeholders.

· Handle sensitive information with utmost discretion and confidentiality.

· Anticipate needs and identify potential challenges, offering practical solutions.

· Address and resolve issues efficiently, ensuring minimal disruption.

· Track progress, deadlines, and ensure timely completion of deliverables.

· Propose and implement process improvements to enhance operational efficiency.

Qualifications

· Minimum 6 years of experience as an Executive Assistant, with at least 5 years supporting executives in financial services or wealth management.

· Exceptional customer service skills with a polished and professional demeanor.

· Strong organizational and time-management skills with impeccable attention to detail.

· Proactive and self-motivated with a problem-solving mindset.

· Excellent written and verbal communication skills.

· Proficiency in Microsoft Office Suite and eMoney

· Ability to adapt to changing priorities and multitask effectively.

· Discretion and integrity in handling confidential information.

· Demonstrated proficiency with digital communication and collaboration platforms (e.g., Microsoft Teams, Sharepoint, Practifi/Salesforce, or similar)

· Experience managing communications and workflows in a virtual or hybrid work environment is highly desirable.

Compensation & Benefits

· Salary & Additional Benefits

· Paid Time Off

· Opportunities for advancement

· Positive and respectful work environment

· Supportive, collaborative, and high-integrity culture with a focus on professional growth and continuous improvement.

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