Executive Assistant to CEO

Vestia Personal Wealth Advisors

Nashville, TN

$45,000 to $60,000 Yearly
Vision , Medical , Dental , Paid Time Off , Life Insurance , Retirement
Full-Time

Job Description

Are you an experienced executive assistant with a knack for optimizing productivity to support a dynamic and highly-driven CEO? If you thrive in a fast-paced and energetic environment, are detail oriented, and are passionate about becoming a key player in a firm providing financial advisory services to physicians, we’d love to meet you! As the Executive Assistant to our CEO, you will be an indispensable partner to our executive team, ensuring seamless operations and empowering our CEO to focus on driving strategic initiatives and achieving our mission. With locations in Nashville, TN, Fort Wayne, IN, and a distributed team across the country, Vestia Personal Wealth Advisors offers a collaborative and team-oriented environment where your skills and dedication will be valued and rewarded.

Job Summary:

The Executive Assistant is responsible for supporting our dynamic CEO in moving our team forward to execute our 10-year vision and beyond. Working closely with the CEO along with internal and external stakeholders, you will ensure the day-to-day runs near flawlessly and that no one is left guessing in the process. You must be highly organized and goal-oriented, with the ability to work independently and under pressure at times to handle a wide variety of activities while maintaining high quality work and representing our CEO with excellence. Usual hours are 40 hours per week during normal business hours. You will need to be in our Green Hills office Monday-Thursday and can work remotely on Friday if desired. From time to time, this position will require time outside of standard business hours to accommodate the CEO’s schedule and needs.

Primary Responsibilities Include:

Maintaining and organizing the executive's calendar, scheduling and prioritizing appointments, meetings, and events to align with her energy levels and peak performance times to maximize her productivity and efficiency each day.
Proactively anticipating scheduling conflicts, making necessary adjustments, and communicating proactively to stakeholders involved (including husband and nanny on occasion).
Coordinate with stakeholders to ensure CEO each meeting on the calendar has an agenda supporting the CEO’s objectives for the meeting, and ensure CEO has all materials on her desk in advance for the day’s meetings.
Serving as the primary point of contact between the executive and internal/external stakeholders.
Screening and managing emails, calls, and LinkedIn messages with professionalism and attention to detail, communicating relevant updates to CEO in an efficient manner.
Assisting in task prioritization, creating to-do lists, and managing deadlines effectively, ensuring CEO’s commitments are fulfilled on time.
Arranging meal delivery for CEO and others in the Nashville office as needed.
Coordinating mail and shipping for the Nashville office and running errands as needed.
Plan and coordinate travel arrangements (usually domestic), including flights, accommodations, and transportation, ensuring travel plans align with the CEO’s preferences.
Coordinating extended-hour childcare arrangements when CEO is traveling or working outside of her normal schedule and arranging backup care as needed in unexpected circumstances such as children being sick or nanny calling in sick.
Coordinating and managing gifting for clients and other friends of our business, including selecting appropriate gifts, arranging delivery, and maintaining records of client preferences and occasions.
Facilitating appreciation gestures from the CEO to team members, such as handwritten notes and small gifts or tokens of appreciation.
Using meeting notes from AI notetaker (currently Fathom) to construct comprehensive recap emails for attendees, summarizing key takeaways, outlining action items, and clarifying next steps in a clear and concise manner.
Drafting slide presentations for CEO’s internal company presentations, organizing information to effectively convey key messages, and using our templates to create visually appealing and informative slides in the CEO’s voice.
Working collaboratively with other members of Team Vestia as needed to facilitate effective communication, coordinate team-wide trainings, and coordinate executive team off-site meetings, and complete other special projects for Team Vestia as needed.
Troubleshooting occasional technology issues ensuring minimal disruption to the CEO's daily workflow and schedule.

Continually evaluating and refining administrative processes to enhance CEO’s efficiency, identifying areas for improvement, and implement solutions optimize CEO’s productivity and ability to live her own Wealth that Matters®.
Handling sensitive information with the utmost confidentiality and discretion and maintaining a high level of professionalism and integrity in all interactions.

Travel:

· Travel as needed support CEO or accomplish other corporate functions. Aside from two off-site team retreats each year, very little travel is expected outside of Nashville. Ability to transport oneself is necessary.

Required Experience / Qualifications:

· High school diploma or GED (minimum required).

· A minimum of 2 years as an administrative or executive assistant.

· Outstanding customer service, multi-tasking, and problem-solving skills.

· Impeccable written and verbal communication skills.

· Interpersonal skills, notable attention to detail, outstanding time management and organizational skills, and punctuality are a must.

· Advanced proficiency in Microsoft Office suite, with a deep understanding of Outlook, Excel, and PowerPoint. Demonstrated ability to utilize Excel formulas, manipulate data, and create visually compelling presentations.

· Proven ability to quickly learn other software applications as needed.

· Ability to manage priorities and deadlines while maintaining high quality work.

· Ability to work with a flexible schedule including occasional early mornings or evenings for the successful execution of firm business.

Growth Path Next Steps Could Likely Include the Following (with appropriate Diploma / Certification):

· Promotion to Compliance Liaison

· Promotion to Office Administrator

· Promotion to Client Service Administrator

Benefits Include:

· Health Insurance Plan

· 401k and Profit-Sharing Plan

· Success Sharing Bonus

· Paid Time Off

· Parental Leave Policy

Equal Opportunity is Real Here
Team Vestia embraces diversity and equal opportunity as essential to the core of who we are. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better Team Vestia will be!

Company Description

Who we are:
• Team Vestia oversees the financial well-being for nearly 500 of the nation’s highest caliber professionals
• We launched in January 2018 after purchasing a successful business from another company
• We manage nearly $800 million in investment assets
• We have offices in Nashville, Indianapolis, Omaha, Charleston, Los Angeles, and Fort Wayne
• Our team of 22 genuinely enjoys working with one another, and that’s important because we have much to accomplish

Who we need:
• Do you enjoy people?
• Do they enjoy you?
• Do you catch things other people tend to miss?
• Do you enjoy solving problems? Are you willing to go the extra mile to do what needs done?
• Most importantly, we need a quick learner or you’ll drown in this fast paced environment.

Why we exist:
• Our Mission: We help the highest caliber physicians achieve wealth that matters.
(Who cares if somebody has $10 million if they have no one to share it with?!)

Our Values:
Give a Surplus - We put others first. When in doubt, we err on the side of giving excess of ourselves and our resources.

Never Let Them Guess - We ask questions, tackle issues, and own our work from start to finish. We communicate frequently and candidly, even when it's tough.

Raise Your Hand - We courageously seek opportunities that challenge us. We understand that growth occurs at the edge of our comfort zone.

Model "Wealth That Matters" - We value relationships over money. We build our legacies daily by being intentional with our time.

Fly the V Formation - We keep each other energized through support, encouragement, and celebration. We know we go furthest together and collaborate whenever possible.

Why Work Here?

Join Team Vestia where we help the highest caliber professionals achieve Wealth That Matters!

Who we are: • Team Vestia oversees the financial well-being for nearly 500 of the nation’s highest caliber professionals • We launched in January 2018 after purchasing a successful business from another company • We manage nearly $800 million in investment assets • We have offices in Nashville, Indianapolis, Omaha, Charleston, Los Angeles, and Fort Wayne • Our team of 22 genuinely enjoys working with one another, and that’s important because we have much to accomplish Who we need: • Do you enjoy people? • Do they enjoy you? • Do you catch things other people tend to miss? • Do you enjoy solving problems? Are you willing to go the extra mile to do what needs done? • Most importantly, we need a quick learner or you’ll drown in this fast paced environment. Why we exist: • Our Mission: We help the highest caliber physicians achieve wealth that matters. (Who cares if somebody has $10 million if they have no one to share it with?!) Our Values: Give a Surplus - We put others first. When in doubt, we err on the side of giving excess of ourselves and our resources. Never Let Them Guess - We ask questions, tackle issues, and own our work from start to finish. We communicate frequently and candidly, even when it's tough. Raise Your Hand - We courageously seek opportunities that challenge us. We understand that growth occurs at the edge of our comfort zone. Model "Wealth That Matters" - We value relationships over money. We build our legacies daily by being intentional with our time. Fly the V Formation - We keep each other energized through support, encouragement, and celebration. We know we go furthest together and collaborate whenever possible.