Executive Assistant and Advisor Onboarding Coordinator

Reports To: Managing Partner

About the Role: We are seeking a highly organized, proactive, and professional Executive Assistant & Advisor Onboarding Coordinator to serve as a trusted partner to our Managing Partner while supporting the growth and development of our financial advisor team. This role is ideal for someone who thrives in a fast-paced environment, anticipates needs before they arise, enjoys building relationships, and excels at managing complex processes. Initially, the position will focus on executive support, leadership team coordination, and special projects. As the firm continues to grow, the role will expand to include ownership of advisor onboarding, contracting, licensing, and registration processes. The successful candidate will serve as a key operational partner who helps leaders remain focused on strategic priorities while ensuring new financial representatives receive an exceptional onboarding experience from recruitment through activation.

Executive Support: Manage the Managing Partner's complex calendar, including scheduling meetings, appointments, travel, and strategic priorities. Monitor and assist with email management, ensuring timely follow-up and organization. Coordinate leadership meetings, executive meetings, and special events, including agendas, materials, and action item tracking. Serve as a primary point of contact between the Managing Partner, leadership team, advisors, and home office partners. Prepare correspondence, presentations, reports, and business documents. Coordinate travel, expense reporting, and related administrative responsibilities. Support special projects and firm initiatives as assigned. Maintain highly confidential information with discretion and professionalism.

Advisor Onboarding, Contracting & Licensing: Serve as the primary onboarding point of contact for incoming financial representatives. Conduct onboarding meetings to educate candidates on requirements, expectations, and deadlines leading up to training class start dates. Track candidate progress and proactively follow up to ensure completion of required onboarding milestones. Partner with leadership to provide updates regarding candidate readiness, concerns, and developmental support opportunities. Schedule and track mentoring and development meetings for incoming representatives. Administer contracting, licensing, registration, and appointment requirements using company systems and processes. Monitor onboarding checklists and ensure all required documentation is accurately completed and submitted. Serve as a liaison between the Network Office, Home Office, candidates, and external vendors throughout the onboarding process. Coordinate background screening requirements and escalate findings through appropriate channels. Assist with personnel changes, registration updates, appointments, and separation processing as needed. Support a positive, professional, and welcoming onboarding experience that reflects our firm's culture and values.

Qualifications: 3+ years of executive assistant, operations, onboarding, project coordination, recruiting, HR, financial services, or related experience. Exceptional organizational and time management skills. Strong interpersonal and relationship-building abilities. Ability to manage multiple priorities while maintaining accuracy and attention to detail. Excellent written and verbal communication skills. High degree of professionalism, discretion, and sound judgment. Strong follow-through and accountability. Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams. Ability to work independently and anticipate needs in a dynamic environment. Experience in financial services, insurance, onboarding, compliance, licensing, or recruiting is preferred but not required.

What We're Looking For: The ideal candidate is:

• Highly organized and detail-oriented
• Proactive and resourceful
• Relationship-oriented and service-minded
• Comfortable holding others accountable to deadlines and commitments
• Process-driven while maintaining a positive and encouraging approach
• Professional, polished, and trustworthy
• Adaptable in a fast-paced environment
• Committed to confidentiality and follow-through

Why Join Us? This position offers a unique opportunity to work directly with senior leadership while playing a critical role in the growth of our firm. As a trusted partner to the Managing Partner and leadership team, you will gain visibility into executive operations, advisor development, recruiting, onboarding, contracting, and licensing.

Salary: $50,000-$60,000 annually, based on experience