Executive Assistant (Part-time / Hybrid)

Our services, approach, and culture

Tobias Financial Advisors (TFA) is a fast-growing independent registered investment advisory firm that provides team-oriented, fee-only financial planning, investment advice, and wealth management services to business owners, executives and professionals. We have been recognized as an InvestmentNews Best Places to Work for Financial Advisors (2023, 2024) and as a South Florida Business Journal Best Places to Work. We offer a well-defined career path for both advisory and non-advisory careers, and provide an environment that encourages continuous growth, learning and development. Please visit https://tobiasfinancial.com/who-we-are/careers/ to learn more about careers at TFA.

Executive Assistant

Tobias Financial Advisors is searching for an Executive Assistant. The Executive Assistant plays a pivotal role in providing administrative and operational support to the CEO and other senior leadership within the firm. This position requires a high level of organization, discretion, and communication skills to effectively manage the daily operations and facilitate the smooth functioning of executive activities.

What you will get to do

• Manage calendar, appointments, and meetings, ensuring efficient use of time and prioritizing commitments.
• Proactively review and address the CEO's emails and take appropriate action depending on source and type of email (professional, current client, prospective client, internal employee or other colleague, etc.), and flag high priority emails for immediate review and/or reply.
• Coordinate travel arrangements, including flights, accommodations, and itineraries for the CEO
• Prepare and distribute correspondence, presentations, and reports for internal and external communications.
• Act as a liaison between the CEO and internal/external stakeholders, handling inquiries and requests with professionalism and confidentiality.
• Assist in organizing and coordinating executive team meetings, agendas, and follow-up actions.
• Conduct research and compile data to support decision-making processes and strategic initiatives.
• Handle confidential and sensitive information with discretion and integrity.
• Perform general administrative tasks such as filing, expense tracking, and office management to support executive operations.
• Anticipate needs and proactively address issues to ensure the CEO's workflow remains streamlined and efficient. Proactively review and update CRM ensuring timely and accurate information is input, and or tasks are assigned to others in the organization as needed.

What we seek in a candidate

• Proven experience as an executive assistant or similar role, preferably supporting C-level executives (minimum 3-5 years).
• Exceptional organizational and time management skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Excellent communication and interpersonal abilities, capable of interacting with individuals at all levels of the organization.
• High level of proficiency in Microsoft Office Suite and other relevant software applications.
• Strong attention to detail and accuracy in all tasks.
• Discretion and integrity in handling sensitive information and confidential matters.
• Ability to adapt to changing priorities and work independently with minimal supervision.
• Bachelor's degree in business administration, management, or related field preferred.

• *Applicants must be able to pass a background and employment credit check

Salary : $22 - $36