Executive Assistant

Townsend Financial Planning | Mount Sterling, Kentucky

An opportunity to become a trusted partner to firm leadership and make a meaningful difference every day.

Please read this full description thoroughly as it contains the information you will need to successfully understand and apply for this position.

At Townsend Financial Planning (TFP), we believe that with planning comes peace.

For more than 20 years, our independent, fee-only financial planning firm has helped individuals and families navigate important financial decisions with confidence. With offices in Mount Sterling, Lexington, and Louisville, Kentucky, we have built our reputation on trusted relationships, thoughtful advice, integrity, and a genuine commitment to the people we serve.

We are a close-knit team that believes exceptional client service begins with exceptional people. We value professionalism, initiative, accountability, kindness, and helping one another succeed.

We are seeking an experienced Executive Assistant to the CEO & Shareholders who will serve as a trusted administrative and organizational partner to our leadership team.

This position will work primarily with our founder and CEO, Melody Townsend, CFP®, while also providing executive support to shareholder and financial advisor Nick Bailey, CFP®.

We are looking for someone who enjoys making great things happen behind the scenes—anticipating needs, creating order, and helping busy professionals stay focused on their highest priorities.

Your contributions will make a real difference. You'll work directly with firm leadership and help our advisors focus on clients, strategic priorities, and the continued success of the business.

You'll be trusted and empowered. We value independent thinkers who take initiative, solve problems, and follow through. We want someone who brings ideas and solutions—not simply someone who waits for instructions.

You'll build meaningful relationships. We genuinely care about our clients and one another. We celebrate accomplishments, recognize milestones, and believe people do their best work when they feel appreciated.

You'll work in a beautiful, welcoming environment. Our newly renovated Mount Sterling office reflects the warmth, professionalism, and attention to detail central to our culture.

You'll have opportunities to grow. We believe in continuous improvement, professional development, and giving team members opportunities to use their strengths.

You'll be part of something meaningful. With more than two decades of service to our community, TFP offers the opportunity to contribute to a respected, values-driven business.

We are looking for an exceptionally organized, proactive, and trustworthy Executive Assistant who can help our CEO and shareholders manage their time, commitments, communications, and priorities.

This is much more than a scheduling or clerical position.

The right person will understand our leadership team's responsibilities, recognize what needs attention, and ensure important matters are handled accurately and on time.

You will bring structure to busy schedules, keep projects moving, coordinate communications, and ensure commitments and follow-up items do not fall through the cracks.

You'll provide primary executive support to our CEO while assisting Nick Bailey with scheduling, organization, communications, and executive-level administrative responsibilities.

Success means helping our leaders spend less time managing administrative details and more time doing the work that matters most.

• Proactively manage the CEO's calendar, appointments, meetings, and commitments.
• Provide calendar management and scheduling support for Nick Bailey.
• Coordinate meetings, including preparation and follow-up.
• Help leadership prioritize commitments and protect time for high-value activities.
• Anticipate and resolve scheduling conflicts.
• Coordinate travel arrangements, reservations, and itineraries as needed.
• Organize the CEO's daily and weekly priorities.
  

• Assist with organizing, prioritizing, drafting, and following up on executive communications.
• Prepare professional correspondence, emails, letters, presentations, and other materials.
• Coordinate communications with business partners, vendors, and professional contacts.
• Monitor delegated communications and ensure timely follow-up.
• Serve as a professional point of contact on behalf of leadership when appropriate.
• Exercise sound judgment regarding confidential and time-sensitive matters.
  

• Maintain organized lists of executive priorities, projects, commitments, and deadlines.
• Track action items from leadership meetings through completion.
• Assist with strategic initiatives and special projects.
• Develop systems and checklists that improve executive organization.
• Prepare meeting agendas, supporting materials, and documentation of next steps.
• Proactively remind leadership of deadlines and outstanding commitments.
• Identify opportunities to simplify recurring administrative tasks.
  

• Provide administrative support for shareholder meetings and leadership discussions.
• Coordinate meeting materials, agendas, schedules, and follow-up.
• Organize confidential shareholder correspondence and documents.
• Assist with leadership initiatives and business-related projects.
• Coordinate with the Business Manager to obtain reports and materials needed for meetings.
• Maintain discretion and confidentiality in all shareholder and executive matters.
  

• Coordinate business-related appointments, events, and professional activities.
• Prepare presentations, written materials, and executive communications.
• Maintain organized electronic files and records.
• Help coordinate special events involving firm leadership.
• Collaborate with team members to ensure administrative responsibilities are handled efficiently.
• Complete special assignments supporting firm leadership.

Required qualifications

• At least five years of executive assistant, senior administrative assistant, or comparable experience.
• Experience supporting a business owner, executive, senior leader, or multiple professionals.
• Exceptional organizational skills and ability to manage competing priorities.
• Strong calendar management and administrative coordination skills.
• Excellent written communication and professional correspondence skills.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and Microsoft 365.
• Strong attention to detail and commitment to accuracy.
• Excellent judgment, discretion, and confidentiality.
• Strong interpersonal skills and a professional, positive demeanor.
• Ability to anticipate needs and work independently.
• Proven reliability, accountability, and follow-through.

Preferred qualifications

• Experience supporting a CEO, business owner, or senior leadership team.
• Experience managing priorities for multiple executives.
• Experience in financial services, accounting, law, or professional services.
• Familiarity with project management tools and workflow systems.
• Experience preparing executive meeting materials and tracking action items.
• Experience supporting strategic initiatives and business projects.

A college degree is welcome but not required. We place greater emphasis on experience, judgment, initiative, and outstanding executive support.

You may be an excellent fit if:

• You naturally think two or three steps ahead.
• You enjoy bringing order to busy schedules and competing priorities.
• You take satisfaction in making others more productive.
• You manage responsibilities independently.
• You remember details, anticipate needs, and follow through.
• You communicate clearly and professionally.
• You recognize what is urgent, important, and what can wait.
• You solve problems without needing step-by-step instructions.
• You build relationships based on trust.
• You are discreet, dependable, and comfortable handling sensitive information.
• You value collaboration, excellence, and kindness.

An exceptional Executive Assistant does more than complete tasks. You help leaders become more effective by anticipating needs, creating structure, and ensuring important things get done.

Location: Mount Sterling, Kentucky

Position type: Full-time, primarily on-site

Primary executive supported: Melody Townsend, CFP®, Founder & CEO

Additional executive supported: Nick Bailey, CFP®, Shareholder & Financial Advisor

Reports to: CEO

Compensation: Competitive and commensurate with experience and qualifications

Benefits: Details provided during the hiring process.

At Townsend Financial Planning, we believe the work we do matters—and so do the people who make it possible.

We are looking for someone who takes pride in excellence, values meaningful relationships, and enjoys being a trusted partner to the people they support.

If you have read this description thoroughly AND you're an experienced Executive Assistant who thrives on organization, initiative, and making a positive difference, we would love to hear from you.

Townsend Financial Planning

With planning comes peace.