Executive Assistant / Personal Assistant
Location: West Palm Beach, FL
Company: Wealth Management Client
Compensation: $90,000 - $100,000 base salary + Annual Bonus
Employment Type: Full-Time | Onsite
About the Role
Ultimate Staffing is partnering with a premier Wealth Management firm in West Palm Beach seeking a polished, proactive, and highly organized Executive Assistant (70%) & Personal Assistant (30%) to support the Principle. This role is ideal for a dynamic professional who thrives in a fast-paced environment, demonstrates exceptional judgment, and is comfortable balancing high-level executive support with light personal coordination.
Key Responsibilities
Executive Assistant - 70%
- Manage complex calendar scheduling, meeting coordination, and travel arrangements (domestic & international).
- Prepare briefing materials, presentations, reports, and follow-up documentation for client meetings.
- Act as the executive's primary gatekeeper, managing communications, emails, and priorities.
- Coordinate with internal teams, financial advisors, and clients to ensure seamless workflow.
- Maintain confidential client documents and records with the highest degree of discretion.
- Assist with investment-related administrative tasks, including data entry, compliance follow-up, and client documentation management.
- Handle expense reporting, vendor coordination, and invoice processing.
- Manage special projects, research tasks, and operational support as needed within the wealth management function.
Personal Assistant - 30%
- Coordinate personal appointments, household schedules, and reservations.
- Assist with personal travel planning, events, and logistics.
- Run occasional errands, such as mail handling, returns, or local pickups.
- Liaise with household vendors, service providers, and personal contacts.
- Support personal tasks that help maintain executive productivity and work-life balance.
Qualifications
- 5-8+ years of Executive Assistant experience supporting a C-suite or senior leader; experience in financial services or wealth management strongly preferred.
- Exceptional communication skills-professional, poised, and client-facing.
- Highly proficient in Microsoft Outlook, Teams, Excel, and document management tools.
- Strong organizational and time-management skills with the ability to pivot and reprioritize quickly.
- Discretion, confidentiality, and professionalism when managing sensitive information.
- High level of emotional intelligence and the ability to anticipate needs.
- Strong attention to detail and problem-solving skills.
- Ability to work onsite Monday-Friday in West Palm Beach.
Compensation & Benefits
- $90,000-$100,000 base salary
- Bonus eligibility
- Benefits offered through Ultimate Staffing
- Opportunity to support a highly respected leader in a premier wealth management environment
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.