Elite Executive Assistant: Calendar, Travel & Events

Are you a highly organized professional who thrives in a fast-paced environment and excels at supporting senior leaders with precision, discretion, and proactive problem-solving?

Gatewood Wealth Solutions, a comprehensive wealth management firm, is seeking a detail-oriented Executive Assistant to provide high-level administrative, scheduling, and logistical support to firm leadership. This role is centered on optimizing executive time, managing complex calendars, and supporting executive-led business and personal priorities, including client-facing key moments and relationship-building activities.

You will work closely with senior leadership and internal partners to ensure seamless coordination of meetings, travel, and executive-hosted engagements, while maintaining the highest standards of professionalism and confidentiality.



Key Responsibilities

Executive Scheduling & Time

• Provide full-service scheduling support for firm leadership, including client meetings, strategic planning sessions, and business development activities
• Optimize executive calendars to minimize conflicts, prioritize high-impact work, and improve overall efficiency
• Coordinate internal meetings across advisors, planners, and specialists to ensure alignment and preparedness
• Manage external meeting coordination with clients, prospects, Centers of Influence, and business partners
• Prepare agendas, pre-meeting materials, and follow-up notes as needed
• Coordinate executive travel, offsite meetings, and recurring leadership meetings

• Support executive-hosted activities related to business development and client experience, including client celebrations, milestone events, and relationship-building engagements
• Assist with logistics for select personal events tied to executive priorities and client or firm relationships
• Coordinate venues, vendors, reservations, and timelines in partnership with internal teams or external providers
• Manage invitations, confirmations, and attendee tracking for executive-hosted engagements
• Ensure executives are prepared for key moments with schedules, materials, and logistical support
• Assist with post-engagement follow-up and coordination with internal teams

• Maintain executive calendars and support scheduling tied to firmwide initiatives
• Take detailed notes during leadership meetings, strategy sessions, and retreats, capturing decisions and action items
• Track follow-ups and progress on leadership initiatives to ensure accountability
• Serve as a liaison between executives and internal teams to support clear communication and timely execution
• Handle confidential and sensitive matters with discretion and professionalism

• Maintain accurate and up-to-date records in Practifi, including contacts, meetings, and business development activities
• Ensure relationship-building meetings and engagements are properly documented and coded
• Code business and personal expenses accurately in Divvy, ensuring compliance and proper documentation
• Support data integrity and consistency across systems and reporting

• Review and refine administrative and scheduling processes to support firm growth and scalability
• Identify inefficiencies and recommend solutions to improve executive support and operational effectiveness
• Collaborate with leadership to implement best practices that align with organizational goals

• Expert-level calendar management and organizational skills
• Exceptional attention to detail and follow-through
• Strong written and verbal communication skills
• High level of discretion, judgment, and professionalism
• Proactive, service-oriented mindset
• Ability to manage competing priorities in a fast-paced environment
• Experience supporting executive-led client engagements or key moments is a plus

• 3+ years of experience in an Executive Assistant or similar executive support role
• Proven experience managing complex, high-volume calendars for senior leaders
• Experience supporting executive-hosted engagements, client activities, or personal logistics preferred
• Proficiency in Microsoft Outlook, Excel, and scheduling tools
• Familiarity with CRM systems and project management tools (e.g., Practifi, Asana, Trello) is a plus
• Bachelor’s degree preferred