Executive Assistant

Capstone Financial Partners is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide administrative and operational support to a Partner in our Utah office. This individual will play a critical role in helping manage day-to-day business activities, coordinating key initiatives, supporting candidate and advisor onboarding efforts, and ensuring the smooth execution of meetings, events, and office operations.

The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities, maintain a high level of professionalism and confidentiality, and enjoy building relationships with both internal and external stakeholders.

Responsibilities

• Manage and maintain the Partner's calendar, scheduling meetings, appointments, and business commitments.
• Coordinate travel arrangements, itineraries, and related logistics.
• Prepare meeting agendas, presentations, reports, and other business materials.
• Monitor and prioritize correspondence, ensuring timely follow-up and response.
• Serve as a point of contact between the Partner, advisors, staff, candidates, clients, and outside business partners.
• Maintain accurate records, files, and confidential documentation.
• Assist with project management and ensure deadlines, follow-up items, and business initiatives remain on track.
• Support recruiting, onboarding, and advisor development processes by coordinating interviews, candidate communications, meetings, licensing milestones, training schedules, and related documentation.
• Maintain candidate, advisor, and business activity records within Salesforce and other company systems.
• Generate reports, track key metrics, and provide administrative support through Salesforce and related technology platforms.
• Coordinate vendor relationships and assist with office administration as needed.
• Manage expense reporting and other administrative processes.
• Contribute to creating a positive and professional experience for advisors, candidates, clients, and visitors.
• Perform other duties and special projects as assigned.

Qualifications

Required

• 3 years of executive assistant, administrative, or operations experience.
• Proficiency in Salesforce and Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).
• Strong organizational, communication, and time management skills.
• Ability to manage multiple priorities while maintaining attention to detail.
• High level of professionalism, discretion, and confidentiality.
• Self-starter with strong judgment and problem-solving abilities.

Preferred

• Bachelor's degree or equivalent professional experience.
• Experience supporting executives, partners, or business owners.
• Experience in financial services, insurance, or a professional services environment.

Physical Requirements

• Prolonged periods of sitting and working on a computer.
• Ability to occasionally lift up to 15 pounds.
• Ability to move throughout the office and attend meetings as needed.

Compensation & Benefits

• $45,000 - $70,000 annual salary, commensurate with experience

Comprehensive benefits package, including:

• Medical, dental, vision, and life insurance
• Company-paid short-term and long-term disability
• 401(k) with 5% company match