Executive Assistant

Executive Assistant / Practice Operations Coordinator

Position Type: Full-Time

Location: Hybrid- 40% Remote

Position Summary

Atlantic Planning Group is seeking a highly organized and proactive Executive Assistant / Practice Operations

Coordinator to support a senior financial advisor and growing advisory practice. This role is responsible for

managing scheduling, coordinating client communications, supporting marketing activities, maintaining

distribution lists, and ensuring the daily operations of the practice run efficiently.

This role is designed to help the advisor stay focused on client relationships, business development, and

strategic growth by owning the administrative and operational details that keep the practice organized,

responsive, and efficient. Success in this role means maintaining an organized calendar, ensuring clients are

well-served, and helping create a consistent flow of appointments and client engagement activities.

The ideal candidate is detail-oriented, highly organized, comfortable managing multiple priorities, and

committed to delivering an exceptional client experience. This is an operational and administrative support role

and does not require insurance or securities licensing.

Primary Responsibilities

Calendar & Appointment Management

 Manage advisor calendar and scheduling priorities

 Coordinate client meetings and appointment logistics

 Confirm upcoming appointments and follow up on reschedules

 Prepare meeting agendas and supporting materials as directed

 Coordinate internal meetings and team scheduling

 Assist in maintaining an active and productive appointment schedule

Client Communication & Service Support

 Serve as a professional first point of contact for clients

 Manage incoming calls, emails, and routine correspondence

 Coordinate client follow-up activities and reminders

 Assist with client appreciation initiatives, holiday outreach, and event communications

 Maintain accurate client contact records and distribution lists

Marketing & Outreach Support

 Coordinate client mailings and marketing campaigns

 Manage and update email distribution lists

 Assist with seminar, workshop, and event logistics

 Support social media and digital marketing activities as directed

 Coordinate printing, mailing, and fulfillment of marketing materials

 Track marketing projects and ensure timely execution

Office Operations

 Process incoming and outgoing mail

 Maintain office organization and administrative systems

 Coordinate vendor relationships and office supply management

 Assist with document preparation, scanning, and filing

 Support special projects and administrative initiatives as assigned

Preferred Technology & Systems Experience

 Microsoft Outlook, Word, Excel, and PowerPoint

 Calendly or similar scheduling platforms

 CRM and client management systems such as SalesForce

 Email marketing and distribution list management tools

 AI-powered meeting note and transcription tools such as Zocks

 AI productivity tools such as ChatGPT or Microsoft Copilot

 Zoom and virtual meeting technologies

 Basic social media and digital marketing platforms

Candidates do not need prior experience with every system listed but should be comfortable learning and

adopting new technology.

Preferred Experience

 3 years of experience in an Executive Assistant, Administrative Assistant, Office Manager, Client

Service, or Practice Operations role

 Experience supporting a financial advisor, professional services firm, executive, or small business

owner

 Strong calendar management and appointment coordination experience

 Experience managing client communications, mailings, and distribution lists

 Marketing coordination, event planning, or client engagement experience preferred

 Demonstrated ability to manage multiple priorities while maintaining a high level of accuracy and

professionalism

Key Skills & Attributes

 Exceptional organizational and time management skills

 Strong written and verbal communication abilities

 Professional phone and client service skills

 High attention to detail and follow-through

 Ability to work independently and anticipate needs

 Strong problem-solving skills and sound judgment

 Positive attitude and willingness to take ownership of responsibilities

 Commitment to professionalism, confidentiality, and client service excellence

Success Measures

The Successful Candidate Will

 Keep advisor schedules organized and optimized

 Ensure appointments are confirmed and client communications are timely

 Maintain accurate client records and distribution lists

 Execute marketing activities consistently and on schedule

 Reduce administrative burden on advisors and staff

 Contribute to a seamless, professional client experience

 Help create operational capacity that allows advisors to spend more time serving clients and growing

the business

Growth Opportunity

This position offers long-term growth within a successful financial services practice. Team members will have

opportunities for professional development, expanded responsibilities, and participation in industry training

programs as appropriate, including exposure to financial services operations and advisor development

programs.