Note: The job is a remote job and is open to candidates in USA. Kestra Holdings' Curo Private Wealth provides financial wealth management services and is seeking an experienced Executive Assistant. The role provides high-level administrative and operational support to senior executives through calendar management, travel and event coordination, expense administration, communications, relationship management, and special projects in a remote part-time capacity.
Responsibilities
- Manages the executive’s complex calendar, including scheduling, prioritizing, and coordinating internal and external meetings, appointments, and commitments
- Proactively resolves scheduling conflicts, protects time for high-priority work, and adjusts the calendar as priorities change
- Coordinates meeting logistics, including invitations, locations, virtual meeting links, materials, technology needs, and catering when applicable
- Prepares agendas, briefing materials, presentations, and other documents to ensure the executive is prepared for meetings and events
- Tracks commitments, decisions, and action items and follows up with appropriate parties to support timely completion
- Screens and prioritizes requests for the executive’s time and attention, using sound judgment and an understanding of firm priorities
- Plans and books domestic and international business travel, including air, rail, lodging, ground transportation, and other required arrangements
- Ensures the executive has confirmations, schedules, contact information, and supporting materials
- Monitors travel arrangements and responds promptly to delays, cancellations, and other itinerary changes
- Coordinates lunches/meetings with COIs and other external partners
- Coordinates executive participation in conferences, client events, leadership meetings, team events, and other business functions
- Partners with internal team members and external vendors to manage event logistics, registrations, contracts, materials, and deadlines
- Prepares, submits, and manages expense reports accurately and within required deadlines
- Reconciles receipts and transactions, identifies missing documentation, and resolves discrepancies in coordination with the executive and Kestra Accounts Payable
- Maintains organized records for travel, events, invoices, reimbursements, and business expenses
- Processes invoices, registrations, memberships, licensing and other executive-related administrative requests as assigned
- Serves as a professional and responsive point of contact for clients, vendors, and other stakeholders interacting with the executive
- Drafts, reviews, and coordinates correspondence and communications on behalf of the executive as appropriate
- Handles confidential, sensitive, and proprietary information with a high degree of discretion and professionalism
- Builds effective working relationships across the firm and communicates proactively to prevent delays or missed commitments
- Anticipates the executive’s needs and addresses routine matters independently while escalating issues appropriately
- Provides courteous, polished, and timely service consistent with the firm’s standards
- Supports strategic and operational projects sponsored by the executive by coordinating meetings, organizing information, tracking deadlines, and preparing status updates
- Conducts research and compiles information to support executive decision-making and planning
- Coordinates with other administrative and operational team members to ensure seamless coverage and execution of firm priorities
- Assists with office, team, and client events as needed
- Performs other executive support and administrative duties as assigned
Skills
- Minimum of 5 years of Executive Assistant or senior-level administrative support experience, including experience supporting a senior executive
- Demonstrated experience managing complex calendars, coordinating business travel and events, and preparing expense reports
- Advanced calendar management, scheduling, and meeting coordination skills
- Demonstrated experience booking complex business travel and coordinating business events
- Experience preparing, reconciling, and managing expense reports
- Proficiency with Microsoft 365, including Outlook
- Exceptional organizational, project management, and time management skills
- Excellent written and verbal communication skills, including strong proofreading and business writing abilities
- High degree of discretion, professionalism, integrity, and sound judgment
- Ability to anticipate needs, work independently, and make appropriate decisions with limited direction
- Ability to manage multiple priorities and deadlines in a fast-paced, changing environment
- Detail-oriented approach with a high level of accuracy and follow-through
- Strong interpersonal and client service skills
- Ability to learn and use the firm's technology, systems, and administrative processes
Benefits
- 401(k)
- Health insurance
- Competitive benefits package
- A supportive, collaborative environment committed to professional excellence
- Opportunities for training, development, and long-term growth within the firm
- Tuition reimbursement for qualified expenses
- Remote part-time position
Company Overview