Executive Assistant / Operations Associate

Executive Assistant/Ops Associate – C-Suite & Senior Advisor Support

About Us

Jaffe Tilchin Wealth Management is a client-focused wealth management firm dedicated to providing personalized financial planning and investment management services. We serve high-net-worth individuals and families with a commitment to integrity, excellence, responsiveness, and long-term partnership.

Position Summary

We are seeking a highly organized, proactive, and dependable team member to support the firm’s C-suite executives and senior advisors.

This individual will help manage schedules, prepare for meetings, coordinate follow-up, maintain organized records, and communicate with clients, vendors, and professional partners. The ideal candidate is a strong communicator who can anticipate needs, manage competing priorities, and handle confidential information with professionalism and discretion.

Key Responsibilities

• Manage calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts
• Prepare agendas, reports, presentations, client files, and other materials in advance of meetings
• Attend selected meetings, take organized notes, document action items, and track follow-up through completion
• Communicate professionally with clients, vendors, custodians, attorneys, accountants, and other business partners
• Maintain accurate contact information, meeting notes, documents, and activity records within the firm’s CRM and databases
• Assist with executive correspondence, vendor coordination, travel arrangements, and special projects
• Work closely with leadership, advisors, and the operations team to keep priorities organized and moving forward

Qualifications

• Bachelor’s degree preferred
• Two or more years of executive assistant, administrative, or office coordination experience preferred
• Experience in wealth management, financial services, or another professional services environment is a plus
• Strong organizational, calendar-management, and time-management skills
• Excellent written and verbal communication skills
• High attention to detail, sound judgment, and strong follow-through
• Ability to handle confidential information and changing priorities with professionalism
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and CRM or database systems

Ideal Candidate

• The ideal candidate naturally creates structure, anticipates needs, and takes ownership of responsibilities. This person should be comfortable supporting multiple executives and senior advisors while ensuring important details and follow-up items do not fall through the cracks.