Executive Assistant - Wealth Management - Denver, CO

Exceptional Admins, LLC (EA) is seeking a professional for an opportunity with a wealth management firm in the Denver area. This role is hybrid. To be considered, you should live in Denver, CO (and the surrounding areas).

EA is a boutique firm exclusively focused on placing administrative professionals. The philosophy behind the EA process is to deliver exceptional professionals to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, personality and charisma of each candidate are viewed just as important.

About the organization and executive

Founded in 2014, the firm was established with a vision of providing impact through diverse investment portfolios that integrate client’s values with internal processes. The Co-Founder/CEO (100% of your focus) is highly ambitious and a high performer. The firm has team members in New York, Santa Monica and Denver. The CEO is based in Denver along with three others.

Hiring goal

The executive seeks a professional who has a healthy obsession with systems and organization. You should be naturally proactive, embody a breath-of-command spirit, and most of all, have prior experience navigating the energy of an in-demand executive. You will be managing a fully stacked calendar, a steady stream of travel demands both domestic and international, all the while ensuring the executive is well prepared for all of her demands.

This Executive Assistant role calls for someone who has anticipated the needs of an executive before, is passionate about the details, and is someone who wants to create systems to optimize output.

ROLE OVERVIEW

CEO Support – 80%

• Heavy inbox management

• Heavy calendar coordination (every minute is scheduled)

• Provide CEO with all materials and resources needed to meet demands

• Drafting memos, e.g., thank you letters, congrats, and the like

• Tracking special milestones or events for investors and stakeholders

• Support and facilitate meetings, calls, and in person activities:

• Meeting coordination which includes interacting with team and outside stakeholders

• Making sure interested parties are kept up-to-date

• Ensure CEO is adhering to daily meeting/appointment schedule (clock conscious)

• The executive can be found traveling on a weekly basis, both domestic and internationally

• Maintaining availability after hours for changes to travel, planning for events and various other activities

• Remember, you’re the glue when she’s traveling to keep things together and moving, making sure she and the company don’t miss a beat

• Reconcile business expenses, large volume (corporate card, coding)

• Maintain and use password excel spreadsheet and LastPass account

• Ensure that business and personal contacts are up to date

• Become a highly informed partner knowing all deadlines and tasks to proactively anticipate the needs of the executive and investment activities; plus recommend and act to resolve any challenges

• Interact with stakeholders on portfolio companies supporting monthly meeting activities

• Currently, the executives spend 10-15 hours of prep for investment meetings; help in anyway to streamline this effort

• Work with CIO on documents, timing, and materials

• Support CEO in community work, special projects and events

• Support and be liaison with CEO for President seat with Colorado Leadership Organization

• Prepare confidential and sensitive documentation and correspondence which may be distributed to various internal and external stakeholders (i.e., documents and presentations)

• Be liaison for Board (7 people)

• Complete non-routine, complex projects and assignments which may include creating spreadsheets, databases or other confidential documents

• Set up and maintain processes that will keep both organized prompt and productive

Executive Team Support - 15%

• Collaborate with COS in the firm, working together on company initiatives and offsites

• Helping with PR and marketing efforts

• Manage the selection and shipping of gifting to investors for year-end holiday gifts and throughout the year

• Navigate VIP relationships

• Organize 1:1 meetings with team members to routinely check in and stay up-to-date on all activities, deliverables and deadlines; lead the meeting with a predetermined agenda

Personal – 5%

• Support hospitality tasks, e.g., gifts, cards, reservations, and the like

• Coordinate personal appointments, e.g., vet appointments

Desired background and attributes

Candidates will be considered in totality of their skills and experience versus strict interpretation of “must haves.”

• Your toolbox has 75% of the skills needed to hit the ground running

• Experience working in a high-functioning support role working alongside swift moving executives/professionals

• Investment background, a plus

• Proficient with G-suite Suite, Zoom and Slack

• Apple proficient (all presentations are in Keynote)

• Nimble, adaptable, charismatic, and entrepreneurial mindset, a big plus

• Be technically savvy and resourceful and industrious (i.e., find ways to consolidate responsibilities with intuitive technology resources)

• Maintain a high level of confidentiality

Company offerings

• Location: Hybrid

• Salary: $80k to 135k

• 401(k)/Profit sharing: Company matches 100%, up to the first 4%, of an employee's salary. Match begins after one year of employment, but employees may start contributing upon joining the Company.

• PTO: 40 hours of Paid Sick Leave with 10 days of vacation available upon hire, vacation time accrues up to 15 days after 13 months and up to 20 days after 36 months. All regular full-time and part-time employees are eligible to begin accruing paid time off based on hours worked beginning on their date of hire. The company also provides up to 5 days of bereavement leave and after one year of employment employees are eligible for up to 12 weeks of parental leave.

• Holidays:

• New Year’s Day Observed

• Half of team will be off the remaining 4 days of this week

• Martin Luther King Jr. Day

• President’s Day

• Good Friday

• Memorial Day

• Juneteenth

• Independence Day Observed

• Independence Day

• Labor Day

• Thanksgiving

• Thanksgiving Observed

• Christmas Day

• Half of team will be off the remaining 4 days of this week

• Employee's birthday

• Religious holiday flexibility

• Election Day flexibility

• Healthcare: Health, dental, and vision benefits (eligibility after 60 days); company currently covers 90% of a Silver HSA PPO, with options for upgrades payable by the employee and an HSA option. The company offers a Dependent Care Flexible Spending Account, Life insurance, and covers 100% short and long-term disability.

• Education: On a case-by-case basis, the company may pay for you to attend role or industry-related seminars/conferences and may support the cost of joining a professional organization, and maintenance of professional licenses that have a direct relationship to the job the employee performs.

• Transit or Gym Stipend: Employees are eligible for up to $125/month for either (1) gym membership, (2) monthly parking pass or (3) monthly transit reimbursement.

• Cell: Employees are eligible for $45/month cell phone reimbursement.

• Giving: The company will match up to $500 of charitable giving per year to any 501(c)3 projects.

• Office Perks: Holiday parties at each office, two all team retreats per year and a hybrid work environment.

• Culture: Passionate, driven, collaborative and celebratory team working together to change the face of finance.

Is this the right fit for you?

The ideal employee would meet 8 out of the 11 attributes to be successful (and fulfilled) in this role:

1. You are known for being highly organized

2. A past executive would say you anticipated his/her needs well

3. You love the win-energy that happens when you anticipate the needs of others

4. You have earned agency to use your breath-of-command to ensure the right energy is being used

5. You like to create systems to optimize output

6. You have exceptional self-directed work ethic

7. Exceptional problem-solving skills where challenges don’t fluster you but energizes you to ‘figure-it-out’

8. One of your highly regarded traits is being personable

9. You aren’t afraid to work hard

10. You are energized to make a difference no matter the size of the task

11. You would self-describe as “poised and professional and your forte is to offer top service with anything you handle”

Align Impact provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment with Align Impact, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, and background investigations.