Financial Advisory - Executive Assistant

About the role

Lead with Purpose. Partner with Impact. The Executive Assistant is a highly organized and proactive professional responsible for supporting day-to-day administrative and operational needs of the firm. This role serves as a central point of coordination across vendors, office logistics, scheduling, and executive support, ensuring efficient office operations and a seamless internal experience.

Kestra Values: Our Mission is Powering Financial Independence, enabling the growth and success of investing clients and the advisors who serve them. We do that by living our values: Serve, Make it Happen, and One team.

Responsibilities

• Provide comprehensive administrative support, including calendar management, appointment scheduling, and travel coordination
• Manage vendor relationships, including onboarding, rate comparisons, renewals, and cancellations
• Serve as liaison between building management and the firm, coordinating access, communications, insurance updates, and compliance-related information
• Oversee office operations, including supply tracking and ordering (office supplies, groceries, mailing materials) and coordinating meeting logistics such as catering and accommodations
• Support technology and systems administration, including managing subscriptions, maintaining equipment (mailing machines, printers, etc.), coordinating service requests, and assisting with general troubleshooting
• Administer internal platforms and tools such as OnceHub and RingCentral, including scheduling management, updates, and troubleshooting coordination
• Track and process administrative financial items, including forwarding invoices, managing subscription expenses, logging service tickets, and locating missing receipts
• Handle incoming and outgoing mail, maintain records (e.g., gift logs, device logs, shred certificates), and ensure documents are properly saved in SharePoint
• Assist with firm events and employee support tasks, including onboarding logistics, gift coordination, and internal communications
• Support leadership and staff with additional administrative, operational, and IT needs as they arise

Requirements

• Strong organizational and time management skills with the ability to multitask and prioritize effectively
• High level of attention to detail and follow-through
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office Suite and familiarity with business systems (e.g., scheduling platforms, CRM tools)
• Ability to solve problems independently and proactively address operational needs
• Professional discretion when handling confidential information
• Experience supporting executives or managing office operations preferred

Physical demands: sitting and utilizing a computer for long periods of time; ability to travel to and from work unassisted; able to lift up to 50 pounds.

Internal Application Policy: Internal applicants must be in good standing and have a minimum of 1 year of service with Kestra. Internal applicants must also have a minimum of 1 year service in current role unless approved by EVP.

Benefits

• Competitive pay and benefits with a large employer (over 1600 employees nationwide)
• 401(k)
• Health insurance
• Competitive