Job Description
Executive Assistant (Full Time, Onsite) About the Role Are you a highly organized, detail-oriented professional who thrives in a fast-paced environment? Do you enjoy anticipating needs, managing complex schedules, and ensuring everything runs seamlessly for executive leadership? If so, we’re looking for an Executive Assistant to provide high-level support, streamline operations, and help drive organizational efficiency. This role requires a proactive problem-solver with exceptional communication skills, the ability to multitask, and a passion for creating structure in a dynamic workplace. If you’re ready to make a meaningful impact and be a trusted partner to leadership, we’d love to hear from you!
Who We Are – Ark Financial The Ark Financial Mission is to Glorify God and transform the financial industry by serving clients better. While most financial service firms provide monolithic financial solutions based on their in-house products, heritage models, and shrouded information, Ark was formed with transparency, advocacy, and innovation at the core. We believe every family lives more abundantly with a Family Office, and so we have set out to bring the Family Office to every family in the world. A Family Office is more successful at driving towards a family’s goals and objectives because it can successfully coordinate across multiple disciplines, including finance, tax, legal, insurance, and good old-fashioned organization.
Ark Financial Vision Our vision is that one day everyone will have a family office.
Responsibilities Executive Assistance - Provide high-level administrative support to the CEO.
- Manage multiple email accounts and prioritize critical communications.
- Handle complex scheduling and calendar management.
- Capture notes and action items for key meetings.
- Track and follow up on leadership tasks to ensure completion.
- Manage digital file organization and document SOPs.
Office Management - Maintain key relationships with the landlord, building engineer, janitorial staff, and other third parties.
- Manage office supplies, furniture, and general office upkeep.
- Ensure conference rooms and workspaces are set up for employees, clients, and recruits.
- Maintain and improve office culture through team events, morale-boosting initiatives, and “random fun-ness.”
- Oversee office technology, including phone systems, printers, and studio equipment.
- Coordinate subtenant relationships and manage office space logistics.
Marketing & Sales Support - Help the CEO track and manage the sales pipeline using HubSpot.
- Manage prospect outreach, follow-ups, and scheduling.
- Ensure proper documentation and follow-up for sales leads and client inquiries.
Special Projects & Miscellaneous - Handle travel bookings for executives.
- Coordinate and execute special projects as assigned by leadership.
Human Resources & Employee Support - Oversee onboarding and offboarding for employees and contractors.
- Support recruiting efforts and coordinate interviews.
- Plan and execute team events, holiday celebrations, and employee appreciation initiatives.
- Serve as an employee advocate, ensuring a positive and supportive work environment.
Qualifications Experience & Skills - Minimum of 3 years of experience in administrative or executive assistance.
- Strong organizational and time management skills with an ability to prioritize tasks effectively.
- Excellent written and verbal communication skills.
- High attention to detail and problem-solving abilities.
- Proficiency in technology systems, including Microsoft Office, HubSpot, and other business tools.
- Ability to handle sensitive and confidential information with discretion.
- No-nonsense attitude with
Soft Skills - Self-starter with the ability to work independently and anticipate needs.
- Flexibility to shift priorities quickly.
- Ability to juggle and track multiple projects simultaneously.
- Reliable and detail-oriented.
- Calm presence, not easily offended, and comfortable with direct feedback.
Compensation & Benefits - Salary: Hourly wage dependent upon experience
- Opportunities for professional growth and development
- A supportive and collaborative company culture
What Your Typical Day Might Look Like…
Based on the job description for the Executive Assistant position at Ark Financial, here’s a detailed look at what an average day in this role might entail:
🕘 Morning: Kickstarting the Day with Structure
1. Email & Calendar Management
- Start the day by reviewing and prioritizing emails across multiple accounts, flagging urgent messages for the CEO.
- Confirm and adjust the CEO’s calendar as needed, resolving conflicts or last-minute changes in scheduling.
- Send out reminders or reschedule meetings with internal staff, clients, or partners.
2. Support Recruiting Efforts
- Coordinate and schedule interviews across departments and leadership.
- Communicate next steps and expectations with candidates in a timely, professional manner.
- Ensure interview guides and relevant materials are prepared and attached to all upcoming interviews.
- Track recruiting activity and maintain accurate documentation throughout the hiring process.
🕚 Midday: Operational Flow & Cross-functional Coordination
3. Office Management Tasks
- If needed, check in with external vendors (e.g., landlord, janitorial team, IT support) to ensure facilities are in order.
- Organize and monitor supplies inventory; place orders or submit requests as needed.
- Perform walk-throughs to maintain a polished and professional office environment.
- Troubleshoot or delegate any technical issues (printer, phone system, video setup).
- Place grocery order for the following week.
4. Sales & Marketing Support
- Log new prospects into HubSpot and manage CRM tasks.
- Coordinate outreach emails and follow-up sequences to sales leads.
- Review marketing communications such as client newsletters or compliance disclosures.
🕒 Afternoon: Strategic Support & People Operations
5. Meeting Follow-ups & Project Execution
- Attend executive meetings, take notes, and document action items.
- Follow up with team members to ensure deadlines are met and tasks tracked.
- Work on ongoing special projects (e.g., event planning, executive travel logistics).
- Update tasks statuses in ClickUp.
6. HR & Culture
- Collect and file HR documentation.
- Plan internal initiatives like birthday celebrations, culture-building activities, or surprise morale boosters.
End of Day: Wrapping Up & Looking Ahead
7. Review & Prepare
- Check in with the CEO for feedback and discuss remaining items.
- Ensure next-day calendar is aligned, meetings are confirmed, and documents are prepped.
- Final round of email checks, responses, or delegation.
Job Tags
Hourly pay, Holiday work, Full time, For contractors, Immediate start, Shift work, Day shift,