Overview
We are seeking an in-office, part-time, professional, dynamic and highly organized Executive Administrative Assistant! This vital role supports our team with a wide range of administrative and office management duties. The ideal candidate will have 5+ years of EA experience; thrive in a fast-paced environment, demonstrate exceptional organizational skills, proactive problem-solving, outstanding communication abilities; and have the gift of hospitality!
VanWeelden Retirement Advisors (formerly VanWeelden Financial Group) is an independent, fee-based financial services firm based in West Chester, Ohio. Founded in 1999 by John VanWeelden, the firm focuses on holistic retirement planning and conservative wealth management. The team serves individuals and families who are at or nearing retirement and seek clear, personalized financial guidance. As a smaller, specialized firm, VanWeelden Retirement Advisors emphasizes long-term client relationships, integrity, and tailored retirement strategies.
Role Description
This is a part-time, on-site Executive Assistant role based in West Chester, OH. The Executive Assistant will provide high-level administrative support to firm leadership, including managing calendars, scheduling meetings, coordinating client appointments, and preparing meeting materials. Daily responsibilities include organizing and maintaining electronic and paper files, drafting and proofreading correspondence, and assisting with preparation of reports and presentations. The role also includes answering and directing phone calls, greeting office visitors, and handling general office tasks to ensure smooth operations. The Executive Assistant will work closely with the team to support a professional, client-focused environment and maintain confidentiality of sensitive information.
Experience
The ideal candidate will have:
- Excellent Communication skills, including clear written communication, professional phone etiquette, and reliable follow-through.
- Proficiency with office productivity tools (e.g., Google Workspace or similar) and ability to learn new software quickly.
- Strong organizational skills, detail orientation, and ability to manage multiple priorities in a deadline-driven environment.
- High level of professionalism, discretion, and integrity when handling confidential client and firm information.
- Previous experience in financial services, professional services, or a similar client-focused environment is preferred.
Duties
- Manage complex calendars, schedule appointments, and coordinate meetings for team with precision and attention to detail.
- Handle incoming multi-line phone systems with professionalism, practicing excellent phone etiquette and providing exceptional customer support.
- Maintain organized filing systems, perform data entry tasks, and ensure accurate record-keeping using tools like Microsoft Office, Google Workspace, and QuickBooks.
- Serve as the front desk receptionist, greeting visitors warmly and managing office access while maintaining a professional environment.
- Support office management activities including supply procurement, equipment maintenance, and general administrative support to ensure smooth daily operations.
- Proofread correspondence, reports, and documents for accuracy and clarity before distribution or filing.
Pay: $25.70 - $30.95 per hour
Work Location: In person
