Executive Assistant Job at Independent Financial Group, LLC in San Diego

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IFG is looking for a highly organized and proactive Executive Assistant to provide high level support to the President and as‑needed support to the executive team. This role plays a key part in ensuring seamless operations by managing calendars, communications, travel, and meeting logistics, while also assisting with office administration, project coordination, and vendor management. The ideal candidate is detail‑oriented, adaptable, and skilled at anticipating executive needs in a fast‑paced environment.

Founded in 2003, IFG provides an array of business solutions supporting more than 482 independent financial professionals across 372 offices nationwide. IFG was named among the “Fastest Growing Private Companies in the US” by Inc. 5000 in 2020, for the eighth time since 2010. San Diego Business Journal ranked IFG #7 among the Largest Private Companies in San Diego in 2022. IFG was ranked 19th Independent Broker‑Dealer based off revenue in 2023 by Financial Planning Magazine. In 2024, IFG was ranked 16th largest among national independent broker‑dealers by Financial Advisor Magazine, based on revenue.

Seniority Level

• Mid‑Senior level

Employment Type

• Full‑time

Job Function

• Administrative

Job Duties

Executive Support

• Provide high‑level support to the President and as‑needed support to the executive team, managing both strategic and administrative responsibilities to ensure smooth operations.
• Manage and maintain the President’s calendar, coordinating meetings, appointments, and scheduling priorities.
• Handle incoming and outgoing communications (phone calls, voicemail, email, mail, and faxes), taking clear messages and routing them appropriately.
• Draft, proofread, and edit letters, documentation, proposals, and presentations.
• Manage and prepare materials for executive and board meetings, including spreadsheets, presentations, and diagrams; coordinate schedules, agendas, and all meeting logistics; and record minutes as needed.
• Plan and coordinate domestic and international travel, including transportation, hotel accommodations, dining, and detailed itineraries.
• Oversee company event tickets, including tracking, scheduling, and coordinating distribution with leadership.
• Prepare conference rooms for executive and board meetings.
• Coordinate and oversee departmental travel and expense reporting, ensuring accurate collection, organization, and timely submission of all required documentation.

Administrative & Project Support

• Distribute internal communications and memorandums regarding announcements.
• Ensure tasks and projects are completed on schedule, maintaining organization and efficiency across departments.

Qualifications

Education & Experience

• Minimum of 5 years of experience as an Administrative or Executive Assistant, preferably with experience in the Financial Services industry.
• Bachelor’s degree from an accredited university in a relevant field is preferred.
• Excellent verbal, written, and electronic communication skills.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Publisher.
• Highly organized, detail‑oriented, and proactive.
• Strong ability to manage multiple tasks and priorities effectively in a fast‑paced environment.

Desired Skills

• Exceptional organizational and time‑management skills, with the ability to prioritize competing demands and meet deadlines.
• Strong interpersonal skills and ability to interact professionally with executives, staff, vendors, and clients.
• Excellent written and verbal communication skills, including drafting professional correspondence and presentations.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher) and familiarity with calendar management tools.
• Experience in planning and coordinating domestic and international travel logistics.
• Ability to handle confidential information with discretion and professionalism.
• Problem‑solving skills and resourcefulness in managing complex tasks and projects.

Key Attributes

• Proactive, self‑motivated, and anticipates executive needs.
• Detail‑oriented, accurate, and thorough in all aspects of work.
• Flexible and adaptable, able to work in a fast‑paced and dynamic environment.
• Dependable, reliable, and accountable with strong follow‑through.
• Professional demeanor and strong interpersonal skills, fostering positive relationships at all levels.
• High level of discretion and integrity in handling sensitive information.

Compensation

• IFG offers a competitive benefits package including free on‑site fitness center, company‑paid medical insurance, 401(k) matching, and market‑level compensation, based on experience.