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Gatewood Wealth Solutions · 22 hours ago

Executive Assistant

Brentwood, MO

Full-time

Onsite

Mid Level

$50K/yr - $65K/yr

3+ years exp

Gatewood Wealth Solutions is a comprehensive wealth management firm, seeking a detail-oriented Executive Assistant to provide high-level administrative support to firm leadership. This role focuses on optimizing executive time, managing complex calendars, and supporting various business and personal priorities, ensuring seamless coordination and maintaining professionalism and confidentiality.

AdviceFinanceFinancial ServicesRetirementWealth Management

Responsibilities

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

Qualification

Calendar managementExecutive support experienceMicrosoft OutlookCRM systemsDiscretionProfessionalismProactive mindsetAttention to detailCommunication skillsTime management