EXECUTIVE ASSISTANT TO FINANCE EXECUTIVE
W. Wealth Management, LLC
POSITION TYPE: Full-Time, Remote
REPORTS TO: Chief Executive Officer
LOCATION: Remote (U.S. Based Preferred)
COMPENSATION: Competitive, commensurate with experience
ABOUT W. WEALTH MANAGEMENT, LLC
W. Wealth Management is an elite payroll and accounting services firm serving high-net-worth individuals and institutional clients. We deliver institutional-grade financial infrastructure with unwavering attention to detail, discretion, and excellence. Our boutique approach ensures every client receives personalized service from seasoned professionals who understand the complexities of substantial wealth.
POSITION OVERVIEW
We are seeking an exceptional Executive Assistant to provide comprehensive support to our finance executive. This is a critical role requiring someone who can seamlessly manage the day-to-day operational demands of a fast-paced financial services environment while handling confidential matters with the utmost discretion and professionalism.
The ideal candidate will be a proactive problem-solver who anticipates needs, exercises sound judgment, and can execute complex assignments independently. This position requires someone who thrives in a remote environment, is highly organized, and possesses the professional maturity to represent the executive in all interactions.
KEY RESPONSIBILITIES
Executive Support & Calendar Management
- Manage complex calendar scheduling across multiple time zones, prioritizing appointments and resolving conflicts with minimal guidance
- Coordinate and prepare materials for client meetings, board meetings, and strategic planning sessions
- Screen and prioritize communications (email, phone, correspondence) ensuring timely responses to critical matters
- Draft, proofread, and edit correspondence, presentations, and reports on behalf of the executive
- Maintain strict confidentiality regarding all business, financial, and client information
Financial & Administrative Operations
- Process and track expense reports, invoices, and reimbursements with meticulous accuracy
- Assist with basic payroll tasks including timesheet review, employee data entry, and benefits coordination
- Support accounting functions such as accounts payable/receivable, financial document organization, and reconciliation assistance
- Maintain organized digital filing systems for financial records, contracts, and compliance documentation
- Coordinate with external vendors, service providers, and professional advisors (attorneys, CPAs, consultants)
Project Management & Strategic Support
- Execute special projects and research assignments with minimal supervision
- Prepare briefing materials, financial summaries, and executive reports
- Track action items, follow up on outstanding matters, and ensure timely completion of deliverables
- Coordinate travel arrangements including flights, accommodations, ground transportation, and detailed itineraries
- Manage client onboarding processes and ensure seamless experience for high-net-worth clientele
Client Relations & Communication
- Serve as a liaison between the executive and internal team members, clients, and external stakeholders
- Handle sensitive client inquiries with professionalism, discretion, and appropriate urgency
- Coordinate client events, meetings, and communications while maintaining the firm's high standards of service
- Prepare and distribute client communications, newsletters, and updates as directed
REQUIRED QUALIFICATIONS
- Minimum 3-5 years of executive assistant experience, preferably supporting C-level executives in finance, accounting, or professional services
- Background in payroll, accounting, or bookkeepingâfamiliarity with QuickBooks, ADP, or similar platforms strongly preferred
- Exceptional written and verbal communication skills with impeccable attention to detail
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
- Demonstrated ability to handle confidential information with discretion and maintain professional boundaries
- Strong organizational skills with proven ability to manage multiple priorities and meet tight deadlines
- Self-motivated and able to work independently in a remote environment with minimal supervision
- Professional demeanor and executive presence suitable for interaction with high-net-worth clients
- Bachelor's degree preferred but not required with sufficient relevant experience
PREFERRED QUALIFICATIONS
- Experience supporting executives in wealth management, private equity, or family office environments
- Familiarity with CRM systems (Salesforce, HubSpot) and project management tools (Asana, Monday.com)
- Basic understanding of financial statements, tax documents, and compliance requirements
- Notary public certification (or willingness to obtain)
- Experience managing virtual teams or coordinating across distributed organizations
- Knowledge of estate planning, trust administration, or investment accounting terminology
COMPETENCIES FOR SUCCESS
- Proactive Anticipation: Ability to anticipate needs before being asked and take initiative to solve problems
- Discretion & Judgment: Exercise sound judgment in handling sensitive matters and maintaining confidentiality
- Attention to Detail: Zero-error mindset with meticulous attention to accuracy in all work
- Adaptability: Thrive in a dynamic environment where priorities can shift rapidly
- Communication Excellence: Clear, professional communication with all stakeholders at every level
- Tech Savvy: Quick learner with new software and digital tools; comfortable in a paperless environment
- Client Service Orientation: White-glove service mentality aligned with our high-net-worth clientele
WHAT WE OFFER
- Competitive salary commensurate with experience
- Comprehensive benefits package including health, dental, and vision insurance
- 401(k) with employer match
- Generous paid time off and flexible work arrangements
- Professional development opportunities and continuing education support
- Collaborative culture that values excellence, integrity, and discretion
- Opportunity to work with sophisticated clients and complex financial structures
WORK ENVIRONMENT & SCHEDULE
This is a full-time remote position requiring availability during standard business hours (9:00 AM - 6:00 PM EST), with occasional flexibility needed for urgent matters or time-sensitive deadlines. The ideal candidate will have a dedicated home office space with reliable high-speed internet and minimal distractions.
HIRING TIMELINE
We are hiring immediately for this critical role. Qualified candidates will be contacted within 5-7 business days of application submission. The interview process will include:
- Initial phone screening
- Virtual interview with HR
- Executive interview with the hiring manager
- Reference checks and background verification
- Final offer and onboarding
HOW TO APPLY
If you are a detail-oriented professional who excels in supporting high-level executives and have the background we're seeking, we want to hear from you.
Please submit the following to openings@wwmllc.net:
- Current resume/CV
- Cover letter explaining why you're the ideal candidate for this role
- Three professional references (contact information only; we will request permission before reaching out)
- Salary expectations
Email Subject Line: "Executive Assistant Application - [Your Name]"
Applications will be reviewed on a rolling basis. Early submission is encouraged as we intend to fill this position quickly.
W. Wealth Management, LLC is an equal opportunity employer committed to building a diverse and inclusive team. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
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W. Wealth Management, LLC
