Executive Assistant

About the Company

Independent Financial Group, LLC (IFG) is a privately held independent wealth management provider based in San Diego, California. Founded in 2003, IFG supports more than 600 independent financial professionals in over 400 offices nationwide with a comprehensive suite of business solutions. IFG has been widely recognized as a leading independent broker-dealer, including rankings by Financial Advisor magazine, Financial Planning, InvestmentNews, and Inc. 5000.

About the Role

IFG is looking for a highly organized and proactive Executive Assistant to provide high-level support to the President and as-needed support to the executive team. This role plays a key part in ensuring seamless operations by managing calendars, communications, travel, and meeting logistics, while also assisting with office administration, project coordination, and vendor management. The ideal candidate is detail-oriented, adaptable, and skilled at anticipating executive needs in a fast-paced environment.

Responsibilities

• Provide high-level support to the President and as-needed support to the executive team, managing both strategic and administrative responsibilities to ensure smooth operations.
• Manage and maintain the President’s calendar, coordinating meetings, appointments, and scheduling priorities.
• Handle incoming and outgoing communications (phone calls, voicemail, email, mail, and faxes), taking clear messages and routing them appropriately.
• Draft, proofread, and edit letters, documentation, proposals, and presentations.
• Manage and prepare materials for executive and board meetings, including spreadsheets, presentations, and diagrams; coordinate schedules, agendas, and all meeting logistics; and record minutes as needed.
• Plan and coordinate domestic and international travel, including transportation, hotel accommodations, dining, and detailed itineraries.
• Oversee company event tickets, including tracking, scheduling, and coordinating distribution with leadership.
• Prepare conference rooms for executive and board meetings.
• Coordinate and oversee departmental travel and expense reporting, ensuring accurate collection, organization, and timely submission of all required documentation.
• Distribute internal communications and memorandums regarding announcements.
• Ensure tasks and projects are completed on schedule, maintaining organization and efficiency across departments.

Requirements

• Minimum of 5 years of experience as an Administrative or Executive Assistant, preferably with experience in the Financial Services industry.
• Bachelor’s degree from an accredited university in a relevant field is preferred.
• Excellent verbal, written, and electronic communication skills.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Publisher.
• Highly organized, detail-oriented, and proactive.
• Strong ability to manage multiple tasks and priorities effectively in a fast-paced environment.

Skills

• Exceptional organizational and time management skills, with the ability to prioritize competing demands and meet deadlines.
• Strong interpersonal skills and ability to interact professionally with executives, staff, vendors, and clients.
• Excellent written and verbal communication skills, including drafting professional correspondence and presentations.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher) and familiarity with calendar management tools.
• Experience in planning and coordinating domestic and international travel logistics.
• Ability to handle confidential information with discretion and professionalism.
• Problem-solving skills and resourcefulness in managing complex tasks and projects.

Key Attributes

• Proactive, self-motivated, and anticipates executive needs.
• Detail-oriented, accurate, and thorough in all aspects of work.
• Flexible and adaptable, able to work in a fast-paced and dynamic environment.
• Dependable, reliable, and accountable with strong follow-through.
• Professional demeanor and strong interpersonal skills, fostering positive relationships at all levels.
• High level of discretion and integrity in handling sensitive information.

Benefits

• Free on-site fitness center
• Company-paid medical insurance
• Company-paid life and long-term disability (LTD) coverage
• 401(k) matching

Market-competitive compensation based on experience.