What are the responsibilities and job description for the Executive Operations Coordinator, Financial Services position at #twiceasnice Recruiting?
Executive Operations Assistant (Financial Services Firm)
Location: Jacksonville, FL
Salary: $70,000 - $90,000 Benefits
Benefits: Health/Dental/Vision Insurance, 401(k) w/ match, PTO, Professional Development Support
Job Type: Full-Time | On-site
Typical Hours: Monday–Friday, 40–45 hours/week
Start Date: ASAP
Sponsorship is not available
Executive Operations Assistant (Financial Services Firm) Description
Our client, an established private financial services firm, is seeking an Executive Operations Assistant to directly support the firm’s Owner. In this role, you will manage a complex calendar, coordinate business and personal scheduling, prepare meetings, track follow-up items, and handle confidential information with precision. This role requires someone who can stay ahead of shifting priorities, resolve scheduling conflicts, manage multiple stakeholders, and bring structure to a fast-moving executive environment. Our client is looking for someone with strong professional maturity, sound judgment, excellent follow-through, and the ability to communicate clearly on behalf of a busy executive. To be successful, you must be polished, discreet, proactive, and energized by creating order out of complexity. This is a high-impact support role with visibility into executive-level decision-making and the opportunity to improve workflows and support the operational rhythm of a growing firm.
Executive Operations Assistant (Financial Services Firm) Responsibilities
• Manage a high-volume complex executive calendar across multiple parties and priorities
• Anticipate scheduling conflicts and resolve shifting priorities with urgency
• Coordinate meetings, travel, events, agendas, materials, and follow-up items
• Serve as first point of contact for calls, emails, requests, and urgent items
• Prepare polished decks, reports, documents, and client-facing materials
• Build checklists, templates, workflows, and follow-up systems
• Track deadlines, commitments, and project milestones
• Maintain organized systems for files, records, documents, and information flow
• Support operational projects through research, analysis, and documentation
• Communicate professionally with clients, partners, vendors, and team members
Executive Operations Assistant (Financial Services Firm) Qualifications
• Bachelor’s degree required
• 5 years of executive support, high-level admin, client service, or coordination experience required
• High-volume, complex scheduling experience involving multiple parties required
• Strong written, verbal, numerical, and MS Office (Excel, Word, PowerPoint) skills required
• Polished, mature, discreet, and highly responsive communication style required
Salary : $70,000 - $90,000