What are the responsibilities and job description for the Part Time Executive Assistant - Virtual position at Ark Financial?
Executive Assistant (Part-Time, Virtual)
About the Role
Are you a highly organized, detail-oriented professional who thrives in a fast-paced virtual environment? Do you enjoy anticipating needs, managing complex schedules, and ensuring everything runs seamlessly for executive leadership? If so, we’re looking for an Executive Assistant to provide high-level support, streamline operations, and help drive organizational efficiency. This role requires a proactive problem-solver with exceptional communication skills, the ability to multitask, and a passion for creating structure in a dynamic workplace. If you’re ready to make a meaningful impact and be a trusted partner to leadership, we’d love to hear from you!
Who We Are – Ark Financial
The Ark Financial Mission is to Glorify God and transform the financial industry by serving clients better. While most financial service firms provide monolithic financial solutions based on their in-house products, heritage models, and shrouded information, Ark was formed with transparency, advocacy, and innovation at the core. We believe every family lives more abundantly with a Family Office, and so we have set out to bring the Family Office to every family in the world. A Family Office is more successful at driving towards a family’s goals and objectives because it can successfully coordinate across multiple disciplines, including finance, tax, legal, insurance, and good old-fashioned organization.
Ark Financial Vision
Our vision is that one day everyone will have a family office.
Responsibilities
Executive Assistance
Provide high-level administrative support to the CEO and Managing Director.
Manage multiple email accounts and prioritize critical communications.
Handle complex scheduling and calendar management.
Capture notes and action items for key meetings.
Track and follow up on leadership tasks to ensure completion.
Manage digital file organization and document SOPs.
Marketing & Sales Support
Assist with client communications, including newsletters, disclosures, and compliance reviews.
Provide sales administration within HubSpot.
Manage prospect outreach, follow-ups, and scheduling.
Ensure proper documentation and follow-up for sales leads and client inquiries.
Organize and maintain digital files and SharePoint records.
Special Projects & Miscellaneous
Handle travel bookings for executives.
Coordinate and execute special projects as assigned by leadership.
Qualifications
Experience & Skills
Minimum of 3 years of experience in administrative or executive assistance.
Strong organizational and time management skills with an ability to prioritize tasks effectively.
Excellent written and verbal communication skills.
High attention to detail and problem-solving abilities.
Proficiency in technology systems, including Microsoft Office, HubSpot, and other business tools.
Ability to handle sensitive and confidential information with discretion.
Soft Skills
Self-starter with the ability to work independently and anticipate needs.
Flexibility to shift priorities quickly.
Ability to juggle and track multiple projects simultaneously.
Compensation & Benefits
Salary: Hourly wage dependent upon experience
Opportunities for professional growth and development
A supportive and collaborative company culture
