Executive Assistant/ Practice Operations Coordinator- Hybrid

Executive Assistant / Practice Operations Coordinator

Position Type: Full-Time

Location: Hybrid – Approximately 40% Remote

Salary- $55,000 to $75,000

Must live within 45 minutes of Waltham, MA

Position Overview

The Mom Project is partnering with a growing financial advisory practice to identify a highly organized, proactive, and client-focused Executive Assistant / Practice Operations Coordinator to support a senior financial advisor and growing practice.

This role will serve as a key administrative and operational partner, helping manage the advisor’s calendar, coordinate client communications, support marketing and outreach initiatives, and keep the day-to-day operations of the practice running smoothly.

The ideal candidate is someone who enjoys creating structure, anticipating needs, managing multiple priorities, and ensuring that details are handled accurately and on time. This position will allow the advisor to remain focused on client relationships, business development, and strategic growth while the coordinator takes ownership of the administrative and operational details behind the scenes.

Success in this role means maintaining an organized and productive calendar, providing a professional and responsive client experience, and helping create a consistent flow of appointments, communications, and client engagement activities.

This is an administrative and operational support position and does not require insurance or securities licensing.

Key Responsibilities

Calendar Management

• Manage the advisor’s calendar and scheduling priorities
• Coordinate client meetings, appointments, and logistics
• Confirm upcoming appointments and follow up on cancellations or rescheduling
• Prepare meeting agendas and supporting materials as directed
• Coordinate internal meetings and team schedules
• Help maintain an active, organized, and productive appointment schedule

Client Communication & Service Support

• Serve as a professional and welcoming first point of contact for clients
• Manage incoming calls, emails, and routine correspondence
• Coordinate client follow-up activities, reminders, and communications
• Assist with client appreciation initiatives, holiday outreach, and events
• Maintain accurate client contact information and distribution lists
• Help ensure clients receive timely, consistent, and professional communication

Marketing & Outreach Support

• Coordinate client mailings, email campaigns, and marketing communications
• Maintain and update email distribution lists
• Assist with seminar, workshop, and client event planning and logistics
• Support social media and digital marketing activities as directed
• Coordinate printing, mailing, and fulfillment of marketing materials
• Track marketing projects and follow up to ensure timely completion

Office & Practice Operations

• Process incoming and outgoing mail
• Maintain an organized office environment and administrative systems
• Coordinate vendor relationships and office supply needs
• Assist with document preparation, scanning, filing, and record organization
• Support special projects and administrative initiatives as needed
• Identify opportunities to improve organization, efficiency, and workflow

Technology & Systems

Experience with the following technologies is preferred:

• Microsoft Outlook, Word, Excel, and PowerPoint
• Calendly or similar scheduling platforms
• CRM and client management systems, such as Salesforce
• Email marketing and distribution list management tools
• AI-powered meeting note and transcription tools, such as Zocks
• AI productivity tools, including ChatGPT or Microsoft Copilot
• Zoom and other virtual meeting platforms
• Basic social media and digital marketing tools

Candidates do not need experience with every system listed. The ability and willingness to learn new technology and adopt new tools is more important.

Preferred Experience

• 3+ years of experience in an Executive Assistant, Administrative Assistant, Office Manager, Client Service, or Practice Operations role
• Experience supporting a financial advisor, professional services firm, executive, or small business owner preferred
• Strong experience with calendar management and appointment coordination
• Experience managing client communications, mailings, and distribution lists
• Experience with marketing coordination, event planning, or client engagement is a plus
• Demonstrated ability to manage multiple priorities while maintaining accuracy and professionalism

Key Skills & Attributes

• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• Professional and personable phone and client-service presence
• Excellent attention to detail and follow-through
• Ability to work independently and anticipate needs
• Strong problem-solving skills and sound judgment
• Proactive approach with a willingness to take ownership
• Comfortable managing multiple priorities in a fast-paced environment
• Positive, team-oriented attitude
• High level of professionalism and discretion
• Commitment to confidentiality and exceptional client service

What Success Looks Like

The successful candidate will:

• Keep the advisor’s calendar organized, efficient, and productive
• Ensure appointments are confirmed and client communications are handled promptly
• Maintain accurate client records and distribution lists
• Keep marketing and outreach activities organized and on schedule
• Reduce the administrative burden on the advisor and team
• Help create a seamless and professional client experience
• Identify ways to improve administrative processes and practice efficiency
• Create additional capacity for the advisor to focus on clients, business development, and growth

Growth Opportunity

This position offers the opportunity for long-term growth within a successful financial services practice. As the practice continues to grow, the successful candidate may take on expanded responsibilities and participate in professional development and industry training programs.

Over time, this role can provide increased exposure to financial services operations, practice management, client engagement, and advisor development.