Executive Assistant
Gatewood Wealth Solutions
full-time
Posted on:
Location Type: Hybrid
Location: Brentwood • Montana • United States
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About the role
- Provide full-service scheduling support for firm leadership, including client meetings, strategic planning sessions, and business development activities
- Optimize executive calendars to minimize conflicts, prioritize high-impact work, and improve overall efficiency
- Coordinate internal meetings across advisors, planners, and specialists to ensure alignment and preparedness
- Manage external meeting coordination with clients, prospects, Centers of Influence, and business partners
- Prepare agendas, pre-meeting materials, and follow-up notes as needed
- Coordinate executive travel, offsite meetings, and recurring leadership meetings
- Support executive-hosted activities related to business development and client experience, including client celebrations, milestone events, and relationship-building engagements
- Assist with logistics for select personal events tied to executive priorities and client or firm relationships
- Coordinate venues, vendors, reservations, and timelines in partnership with internal teams or external providers
- Manage invitations, confirmations, and attendee tracking for executive-hosted engagements
- Ensure executives are prepared for key moments with schedules, materials, and logistical support
- Assist with post-engagement follow-up and coordination with internal teams
- Maintain executive calendars and support scheduling tied to firmwide initiatives
- Take detailed notes during leadership meetings, strategy sessions, and retreats, capturing decisions and action items
- Track follow-ups and progress on leadership initiatives to ensure accountability
- Serve as a liaison between executives and internal teams to support clear communication and timely execution
- Handle confidential and sensitive matters with discretion and professionalism
- Maintain accurate and up-to-date records in Practifi, including contacts, meetings, and business development activities
- Ensure relationship-building meetings and engagements are properly documented and coded
- Code business and personal expenses accurately in Divvy, ensuring compliance and proper documentation
- Support data integrity and consistency across systems and reporting
- Review and refine administrative and scheduling processes to support firm growth and scalability
- Identify inefficiencies and recommend solutions to improve executive support and operational effectiveness
- Collaborate with leadership to implement best practices that align with organizational goals
Requirements
- 3+ years of experience in an Executive Assistant or similar executive support role
- Proven experience managing complex, high-volume calendars for senior leaders
- Experience supporting executive-hosted engagements, client activities, or personal logistics preferred
- Proficiency in Microsoft Outlook, Excel, and scheduling tools
- Familiarity with CRM systems and project management tools (e.g., Practifi, Asana, Trello) is a plus
- Bachelor’s degree preferred
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
calendar managementmeeting coordinationlogistics managementnote-takingdata integrityexpense codingadministrative processesscheduling optimizationrelationship managementconfidentiality
Soft skills
communicationorganizational skillsdiscretionproblem-solvingcollaborationattention to detailtime managementprioritizationadaptabilityprofessionalism
Certifications
Bachelor's degree