Executive Assistant - WFH

We are seeking a highly organized and proactive Executive Assistant (EA) to support a busy Financial Adviser. This role is critical in ensuring the adviser can focus on client relationships and strategic advice by taking ownership of scheduling, correspondence, travel arrangements, and administrative support.

The ideal candidate will have strong organizational skills, attention to detail, and the ability to manage competing priorities in a fast-paced environment. Experience in professional services, financial planning, or executive support is highly regarded.

Key Responsibilities

• Manage the adviser’s calendar, schedule client meetings, and coordinate internal/external appointments across multiple time zones.
• Handle email inbox management: monitor, flag priorities, draft responses, and ensure timely follow-ups.
• Prepare client files, meeting packs, and documentation ahead of appointments.
• Draft, review, and proofread correspondence, reports, and presentations.
• Maintain confidentiality and exercise discretion in handling sensitive information.

• Liaise with clients to confirm meetings, provide updates, and follow up on outstanding requirements.
• Assist in managing client information systems (e.g., Xplan, Salesforce, or other CRMs).
• Track ongoing tasks, implementation steps, and compliance requirements to support advice delivery.
• Coordinate with providers, platforms, and fund managers when required.

• Arrange domestic and international travel for the adviser: flights, accommodation, transfers, and itineraries.
• Manage bookings for conferences, professional events, and client engagements.
• Handle expense reporting and reimbursement for travel-related costs.

• Coordinate internal communications and liaise with other staff or virtual assistants as needed.
• Support project work and ad-hoc initiatives as directed by the adviser.
• Ensure efficient workflow by anticipating the adviser’s needs and proactively managing priorities.

• Proven experience as an Executive Assistant, Personal Assistant, or Senior Administrator (experience in financial services preferred).
• Strong organizational and time-management skills, able to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint), Google Workspace, and CRM systems (experience with Xplan, Salesforce, or Advice-focused platforms highly regarded).
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Flexible, proactive, and adaptable to shifting priorities.