Executive Assistant and Client Concierge

Van Weelden Retirement Advisors, formerly Van Weelden Financial Group, is an independent, fee-based financial services firm located in West Chester, Ohio. Established in 1999 by founder John Van Weelden, the firm specializes in holistic retirement planning and conservative wealth management. Their focus is on empowering individuals and families at or nearing retirement to make informed financial decisions. The company emphasizes personalized strategies to help clients achieve their financial goals.

We are seeking a highly organized and proactive Executive Assistant to support the President of our organization. This dynamic role requires a motivated individual who excels in managing complex schedules, coordinating projects, and providing exceptional administrative support. The ideal candidate will thrive in a fast‑paced environment, demonstrating excellent communication skills, attention to detail, and a passion for streamlining executive operations. As the right hand to our President, you will play a vital role in ensuring smooth daily operations and facilitating key initiatives that drive our mission forward.

• Manage the President’s schedule with precision, scheduling appointments, meetings, and travel arrangements using Google Workspace and other Financial Industry calendaring software.
• Serve as the first point of contact by handling email and phone calls with professionalism and courtesy, practicing excellent phone etiquette.
• Oversee office management duties such as supply procurement, front desk responsibilities, and maintaining an organized workspace to promote efficiency.
• Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items to ensure timely completion.
• Assist with event planning for company functions, board meetings, and special projects, overseeing logistics from venue selection to vendor communication.
• Maintain accurate records through data entry, filing, and document management using Google Suite.
• Support bookkeeping tasks such as bill payment, invoicing, expense tracking, and basic Quick Books data entry to ensure financial accuracy.
• Provide personal assistant support for two executives, as needed.

• Proven experience as an executive assistant or personal assistant supporting senior leadership in a professional setting.
• Strong organizational skills with the ability to multitask effectively across various projects simultaneously.
• Excellent computer literacy with proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and familiarity with Office management tools like Quick Books and Docu Sign.
• Strong attention to detail coupled with excellent organizational skills to keep track of multiple priorities seamlessly.
• Exceptional typing speed combined with transcription and proofreading skills to produce accurate documents swiftly.
• Experience in event planning, project coordination, and office management is highly desirable.
• Demonstrated customer service skills with professional phone etiquette.
• Ability to handle confidential information discreetly while maintaining a high level of professionalism.