Job Description

Executive Assistant - Trinity Strategic Wealth

About the Role

We are seeking a proactive, highly organized Executive Assistant to support a Financial Planner at Trinity Strategic Wealth. This role is ideal for someone who thrives in a client-first, detail-oriented environment and can seamlessly manage calendars, coordinate with the client service department to open accounts, and prepare client meeting materials--including quarterly progress session sheets.

Core Competencies

Client-first mindset with a warm, service-oriented approach. Proactive problem solver; anticipates needs and removes roadblocks. Process-oriented, reliable, and deadline-driven. Comfortable in a fast-paced environment with shifting priorities. Team player with a positive attitude and ownership mentality.

Key Responsibilities

Calendar & Meeting Management

Own and optimize the advisor's calendar: schedule client reviews, prospect meetings, internal workflows, and proactively resolve conflicts. Prepare meeting agendas, print/digital packets, and room/virtual logistics (Zoom/Teams). Confirm appointments with clients, including reminders and required documentation.

Client Service Coordination & Account Opening

Coordinate with the Client Service department to open new accounts (individual, joint, retirement, trusts, business accounts). Collect and validate required documentation (AML, CIP, beneficiary forms, transfer paperwork). Track account opening status, follow up on NIGOs, and ensure timely completion. Assist with ACATs, rollovers, beneficiary updates, and address/contact changes.

Progress Session Sheets & Meeting Preparation

Generate and update

quarterly progress session sheets

, including: Action items from prior meetings and next steps Upcoming planning milestones (RMDs, tax deadlines, insurance renewals)

Communication & Client Experience

Serve as a friendly, professional first point of contact via phone and email. Draft concise client communications: confirmations, follow-ups, form requests, status updates. Log all interactions in CRM and maintain clean, current client records.

Documentation & Compliance Support

Prepare, route, and securely store documents (e-signature workflows where applicable). Maintain compliant files and notes in accordance with Raymond James policies, FINRA/SEC rules, and firm procedures. Assist with annual compliance items (e.g., privacy notices, ADV delivery, client acknowledgments).

Marketing & Client Engagement (as needed)

Manage email newsletters, holiday cards, and client touchpoints (birthdays, anniversaries, RMD reminders).

Qualifications

Requirements

2-4+ years of administrative, client service, or operations experience (financial services preferred). Associate's degree (Bachelor's preferred) Strong calendar management, organizational, and prioritization skills. Excellent written and verbal communication; professional phone and email etiquette. Proficient with Microsoft 365 (Outlook, Excel, Word, Teams). High attention to detail, accuracy, and follow-through. Discretion and integrity in handling confidential information (clients and firm).

Preferred

Experience in a wealth management/financial planning or brokerage environment. Familiarity with CRM and Docusign Basic understanding of account types, ACATs, RMDs, and planning workflows.

Compensation & Benefits

Competitive salary commensurate with experience. Performance bonus potential. Benefits: health insurance, PTO, holidays, and 401(k) plan (details provided during interviews).
Job Type: Full-time

Pay: $42,000.00 - $55,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance
Work Location: In person