What are the responsibilities and job description for the Executive Assistant position at VanWeelden Retirement Advisors?
Company Description VanWeelden Retirement Advisors (formerly VanWeelden Financial Group) is an independent, fee-based financial services firm based in West Chester, Ohio. Founded in 1999 by John VanWeelden, the firm focuses on holistic retirement planning and conservative wealth management. The team serves individuals and families who are at or nearing retirement and seek clear, personalized financial guidance. As a smaller, specialized firm, VanWeelden Retirement Advisors emphasizes long-term client relationships, integrity, and tailored retirement strategies.
Role Description This is a part-time, on-site Executive Assistant role based in West Chester, OH. The Executive Assistant will provide high-level administrative support to firm leadership, including managing calendars, scheduling meetings, coordinating client appointments, and preparing meeting materials. Daily responsibilities include organizing and maintaining electronic and paper files, drafting and proofreading correspondence, and assisting with preparation of reports and presentations. The role also includes managing expense reports, coordinating travel and event logistics, answering and directing phone calls, greeting office visitors, and handling general office tasks to ensure smooth operations. The Executive Assistant will work closely with the team to support a professional, client-focused environment and maintain confidentiality of sensitive information.
Qualifications
- Strong Executive Administrative Assistance and Administrative Assistance skills, with experience managing calendars, meetings, and office operations.
- Proficiency in Executive Support, including preparing documents, presentations, and follow-up materials for leadership.
- Experience preparing and tracking Expense Reports with attention to accuracy and timeliness.
- Excellent Communication skills, including clear written communication, professional phone etiquette, and reliable follow-through.
- Proficiency with office productivity tools (e.g., Microsoft Office or similar), and ability to learn new software quickly.
- Strong organizational skills, detail orientation, and ability to manage multiple priorities in a deadline-driven environment.
- High level of professionalism, discretion, and integrity when handling confidential client and firm information.
- Previous experience in financial services, professional services, or a similar client-focused environment is preferred.
- High school diploma or equivalent required; additional education or relevant certifications are a plus.