Executive Admin

Company: Stellarix

Role: Front Desk and Executive Admin

Reports to: Director of Operations

Location: Denver, Colorado IN OFFICE 5 days x week

Employment Type: 40 hours / week , Non-Exempt (W-2)

Company Overview:

Stellarix is a premier financial services firm grounded in the Rocky Mountain region, dedicated to guiding individuals, families, and business owners toward long-term financial success through holistic planning, disciplined investment management, and bespoke risk and legacy strategies. With a team of highly credentialed fiduciaries bringing deep experience and a technology-forward approach, Stellarix empowers our clients at every stage of their financial journey to achieve clarity, confidence, and meaningful outcomes. Committed to integrity, innovation, diligence, empathy, and client-focused collaboration, Stellarix drives exceptional service and sustainable growth while serving clients across the Rocky Mountain region.

Role Overview:

Stellarix Group is seeking a polished, dependable Executive Administrator and Front Desk professional to oversee front office operations while providing high-level administrative support to firm leadership. This role is central to the firm’s daily rhythm, blending client-facing responsibilities with executive and office coordination in a regulated environment. The ideal candidate is professional, highly organized, proactive, and confident in learning firm systems while serving as a trusted behind-the-scenes partner to leadership.

Responsibilities: 

Front Desk Operations & Office Coordination

• Open and prepare the office each morning, including workspace readiness and hospitality setup

• Manage end-of-day office procedures, including shipping coordination (UPS), kitchen reset, and workspace organization

• Serve as the first point of contact for clients, advisors, vendors, and visitors, providing a professional and compliant welcome

• Deliver a white-glove client experience aligned with the firm’s brand, professionalism, and fiduciary standards

• Anticipate client and advisor needs to ensure seamless visits, meetings, and interactions

• Act as a gatekeeper for front-office compliance by identifying, escalating, and properly routing sensitive client or securities-related matters

• Maintain strict adherence to confidentiality standards, including SEC/FINRA record-handling expectations

• Answer, screen, and route incoming calls using firm phone and communication systems

• Receive, sort, and distribute all incoming mail and packages with attention to confidentiality and time sensitivity

• Monitor, log, and properly route securities-related and compliance-sensitive correspondence

• Coordinate building services, maintenance requests, and conference room reservations (including adjacent towers as needed)

• Maintain office supply inventory and place orders to ensure uninterrupted operations

Executive & Administrative Support

• Manage executive and office calendars, including scheduling meetings and reserving conference rooms

• Provide direct administrative support to the General Agent, Director of Operations, and Executive Leadership Team

• Assist with expense receipt collection, tracking, and submission for executive team members

• Order business cards and marketing materials for advisors in alignment with compliance approvals

• Support documentation tracking, organization, and filing related to financial and operational activities

• Assist with invoice coding, check processing, and receipt entry

• Ensure timely and accurate processing of accounts payable and receivable items

• Maintain accurate records while following firm protocols for confidentiality, data integrity, and compliance

• Log and document client communications using firm-approved software systems

• Support special projects and additional administrative duties as assigned

• Support Operations with event planning

• Proactively identify opportunities to improve front-office workflows, documentation accuracy, and administrative efficiency

• Partner with operations and leadership to ensure office processes scale with firm growth

• Maintain working knowledge of firm phone systems and administrative platforms

Qualifications: 

• Minimum of 2 years of verified administrative or executive support experience

• Proficiency in Microsoft Office Suite, with strong working knowledge of Outlook, Word, and Excel

• Exceptional attention to detail, data accuracy, and confidentiality

• Strong written and verbal communication skills

• Demonstrated understanding of service-based professional environments (financial advisory, brokerage, or similar)

• Highly organized with the ability to manage multiple priorities in a fast-paced office setting

• Comfortable learning and using internal systems, software platforms, and office technology

• Professional demeanor, appearance, and reliable transportation required

• Confident and appropriately assertive when interacting with executives, advisors, clients, and vendors

• Ability to exercise sound judgment when handling sensitive or time-sensitive information

• Demonstrated professionalism in client-facing, white-glove service settings

• Smoke-free work environment

• Full-time, in-office role (40 hours per week)

• Candidates must be prepared to provide a writing sample during the interview process

• Professional references will be requested and contacted

Compensation and Benefits: 

• Pay Range: $24/hr - $28.85/hr W2 (Equivalent to $50,000 - $60,000 Annually)

• Benefits include: Medical, Dental, Vision, and life insurance; Short-and long-term disability insurance, and 401(k) plan