Executive Assistant / Operations Associate

About Jaffe Tilchin Wealth Management

Jaffe Tilchin Wealth Management is a client-centric wealth management firm focused on delivering tailored financial planning and investment management solutions. We pride ourselves on integrity, excellence, responsiveness, and fostering enduring partnerships with high-net-worth clients and their families.

Role Overview

We are looking for a highly organized, proactive, and reliable professional to provide comprehensive support to our C-suite executives and senior advisors. This role involves managing schedules, preparing meeting materials, coordinating follow-ups, maintaining well-organized records, and liaising with clients, vendors, and professional collaborators. The successful candidate will be an excellent communicator who can foresee needs, prioritize tasks effectively, and handle confidential matters with discretion and professionalism.

Key Duties

• Oversee and coordinate calendars, organize meetings and appointments, and resolve scheduling conflicts efficiently.
• Prepare meeting agendas, reports, presentations, client documentation, and other necessary materials ahead of time.
• Participate in selected meetings to take detailed notes, document actionable items, and ensure timely follow-up until completion.
• Communicate professionally with clients, vendors, custodians, attorneys, accountants, and various business partners.
• Keep accurate and updated records of contacts, meeting notes, documents, and activities within the firm's CRM and databases.
• Support executive correspondence, manage vendor relations, arrange travel plans, and assist with special projects.
• Collaborate closely with leadership, advisors, and operations teams to effectively organize priorities and advance key initiatives.

Preferred Qualifications

• Bachelor’s degree is preferred.
• Two or more years of experience in executive assistance, administrative roles, or office coordination is advantageous.
• Background in wealth management, financial services, or a related professional service environment is beneficial.
• Exceptional organizational abilities, adept at managing calendars and time.
• Strong verbal and written communication skills.
• Meticulous attention to detail, good judgment, and consistent follow-through abilities.
• Capability to manage confidential information and adapt to shifting priorities professionally.
• Proficiency in Microsoft Outlook, Word, Excel, Teams, and familiarity with CRM or database platforms.

Ideal Candidate Attributes

The ideal candidate naturally establishes structure, anticipates the needs of others, and takes full responsibility for their duties. Comfort in supporting multiple executives and senior advisors is essential, along with ensuring critical details and follow-ups are managed thoroughly.