Executive Assistant

Executive Assistant to the CEO Iron Birch Advisors | New York City, NY | Fully Onsite About Iron Birch Advisors Iron Birch Advisors is a private wealth advisory practice of Ameriprise Financial Services, LLC. We serve individuals, families, and business owners through comprehensive financial planning and a highly personalized client experience. Our New York City practice is growing, and we are seeking an exceptional Executive Assistant to serve as a trusted partner to our CEO. This person will bring structure, organization, momentum, and consistent follow-through to the CEO's professional priorities while also providing reasonable personal support. This is an opportunity for an experienced executive assistant who enjoys working in a high-trust environment, takes pride in anticipating needs, and understands how to make a busy executive more effective. The Opportunity This is a true right-hand role for an experienced Executive Assistant who is energized by helping a fast-moving executive operate at his best. You will manage priorities before they become urgent, keep commitments from falling through the cracks, and translate ideas and requests into organized action. You will serve as a gatekeeper, coordinator, problem-solver, and trusted point of contact for the CEO while helping ensure that important business and personal priorities receive the appropriate attention. The role combines senior-level executive support with reasonable personal assistance and requires outstanding judgment, discretion, adaptability, and ownership. The ideal candidate is someone who can work independently, recognize what needs to happen next, and confidently take action without needing to be directed through every step. This position is fully onsite in our New York City office and is not remote or hybrid. Occasional travel and flexibility outside standard business hours may be required. What You Will Do Executive Support & Prioritization Own a complex executive calendar, schedule meetings, protect focus time, anticipate conflicts, and ensure the CEO is prepared for each commitmentMaintain a clear system for priorities, deadlines, open items, and follow-upProactively track commitments and close loops so important tasks do not fall through the cracksProvide concise status updates, reminders, and recommendations to keep priorities moving forwardOrganize email, documents, files, correspondence, and signature items so important information is easy to locate and act uponAnticipate the CEO's needs and prepare materials, information, and logistics in advance of meetings and commitmentsHelp the CEO stay focused on high-value priorities by identifying what can be delegated, deferred, or handled independently Communication & Relationship Management Serve as a polished and professional liaison with advisors, employees, clients, recruits, vendors, consultants, and other important relationshipsDraft and coordinate business correspondence, communications, meeting notes, presentations, offer materials, and other executive-level documentsManage incoming requests and help determine appropriate priorities, responses, and follow-upCoordinate meetings and communications with important clients, prospects, business partners, and professional contactsMaintain a high level of professionalism and discretion in every interaction Recruiting & Practice Support Support recruiting and relationship-building activities, including candidate coordination, scheduling, hospitality, interviews, and follow-throughCoordinate meetings and communications with candidates and prospective team membersAssist with onboarding activities and special projects related to practice growthHelp coordinate high-priority initiatives and projects on behalf of the CEO and leadership teamTrack action items and deadlines associated with important practice initiatives and ensure appropriate follow-through Events, Travel & Special Projects Coordinate annual meetings, awards events, speakers, vendors, photography, and other high-visibility practice initiativesManage event logistics, timelines, vendors, invitations, materials, and follow-upCoordinate business travel, including itineraries, reservations, transportation, accommodations, and last-minute changesSupport occasional personal travel and scheduling needsManage special projects from initial request through completion, including researching options, coordinating logistics, and providing recommendations Client & Relationship Experience Coordinate thoughtful client and relationship touches, including gifts, branded materials, special occasions, and related trackingHelp ensure important clients, partners, and relationships receive timely and personalized attentionMaintain organized records of gifts, special occasions, relationship activities, and other important follow-upAssist with hospitality and relationship-building activities associated with important meetings and events Personal Support Provide reasonable personal assistance that allows the CEO to remain focused on professional prioritiesCoordinate appointments, reservations, purchases and returns, errands, gifts, and other personal tasks as appropriateHandle personal requests with the same discretion, organization, and follow-through expected of business responsibilitiesManage personal and professional priorities in a way that maintains appropriate boundaries and confidentiality Organization & Process Improvement Build repeatable processes, checklists, tracking systems, and filing structures that reduce friction and improve efficiencyIdentify opportunities to streamline the CEO's workflow and improve how information, requests, and priorities are managedMaintain organized digital and physical files and ensure important information can be quickly locatedContinuously look for ways to anticipate needs, improve efficiency, and make the CEO and practice more effectiveProtect confidential personal, client, financial, and business information and follow all applicable firm policies and supervisory procedures What Will Make You Successful Exceptional follow-through You take ownership from the initial request through confirmed completion. You do not need to be reminded about open items and naturally close loops. Proactive judgment You anticipate needs, identify obstacles early, and know when to act independently versus when to ask for direction. Executive-level organization You can create order across competing priorities, shifting schedules, high-volume details, and constantly changing demands. High standards You care about accuracy, presentation, hospitality, professionalism, and the quality of every interaction. Discretion and trust You understand that this role provides access to sensitive business, client, financial, and personal information and handle that access with maturity and sound judgment. Adaptability You remain calm, resourceful, and solutions-oriented when plans change quickly or unexpected priorities arise. Relationship fluency You communicate warmly and confidently with clients, colleagues, recruits, vendors, business partners, and senior leaders. Resourcefulness You are comfortable figuring things out. When given a goal, you can research options, identify a solution, coordinate the necessary details, and bring the task to completion. Service mindset You are willing to handle both high-level projects and everyday details and understand how to prioritize the work that creates the greatest value. Background Check Employment with Iron Birch Advisors is contingent upon successful completion of a background check and any applicable regulatory, licensing, or registration requirements. Equal Employment Opportunity Iron Birch Advisors provides equal employment opportunities to all applicants and employees and prohibits discrimination and harassment on the basis of any characteristic protected by applicable federal, state, or local law. Requirements Qualifications Seven or more years of progressive executive-assistant experience, including direct support for a founder, business owner, CEO, senior executive, or high-net-worth principal preferredDemonstrated experience providing both business and personal support while maintaining clear boundaries, confidentiality, and professionalismExperience in wealth management, financial services, professional services, private equity, a family office, or another high-expectation environment strongly preferredProven ability to operate independently and make sound decisions with limited directionExceptional written and verbal communication skills, with the ability to draft polished correspondence and represent the CEO and practice professionallyAdvanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and digital file-management systems, with the ability to learn new technology quicklyStrong project-management and event-coordination skills, including the ability to manage multiple vendors, timelines, and competing prioritiesDemonstrated ability to manage confidential and sensitive information with discretionAbility to work fully onsite in the New York City office, provide reasonable schedule flexibility, and travel occasionallyBachelor's degree or equivalent combination of education and relevant experience preferred Benefits Compensation & Benefits $120,000-$150,000 base salary, with the opportunity for discretionary incentive compensation based on experience and qualifications. Benefits include: Medical, dental, and vision insuranceGroup life and disability insurance401(k) plan with a 3% employer matchPaid vacation and sick timeMass-transit benefitsProfessional-development support