Job Description

Rockstar is recruiting for a boutique wealth management firm dedicated to helping individuals step into the best season of their lives—retirement. The client is a values-driven, people-first organization that believes meaningful work and purposeful contributions are essential for both clients and team members. This is an opportunity to join a close-knit, mission-oriented team that values professionalism, warmth, and high standards.

More than an assistant — the selected candidate will be the steady hand, trusted partner, and quiet engine driving meaningful progress every day.

The client helps people step into the best season of their lives — retirement. That same belief extends to the team: work should be meaningful, contributions should matter, and days should feel purposeful.

An Executive Assistant is sought to partner directly with the founder and CEO in a role that’s far more than administrative. This isn’t about taking orders — it’s about stepping in, seeing around corners, and creating clarity in the midst of complexity. The Executive Assistant will be a trusted gatekeeper of time and energy, a calm and confident communicator, and someone who naturally takes initiative without needing a checklist.

From managing schedules and emails to keeping projects on track and team communication flowing, this person will be a vital part of how the organization operates and grows. Coordination with clients and vendors is also required, always reflecting high standards and warm professionalism.

If someone thrives on structure, loves bringing order to chaos, and feels most fulfilled when helping great leaders do their best work — this role was built for them.

Ideal Candidate

- Exceptionally detail-oriented – the kind of person who spots a typo before anyone else even opens the doc.

- Proactive by nature – does not wait for instructions, anticipates what’s needed and takes the lead.

- A confident communicator – knows when to speak up, when to listen, and how to move things forward.

- Grounded, gracious, and always professional – even when juggling a dozen priorities.

- Emotionally intelligent – can read the room, stay calm under pressure, and communicate with tact.

- Organized and structured – systems are a source of happiness, and turning chaos into clarity is a strength.

- Comfortable speaking up – not afraid to ask questions, set boundaries, or keep the CEO on track.

- Discreet and trustworthy – will be handling sensitive information and big-picture decisions.

Position Responsibilities

- Keep the CEO’s inbox organized and under control – draft thoughtful replies, surface what’s important, and ensure follow-ups don’t fall through the cracks.

- Own the calendar like a pro – schedule meetings with intention, build in focus time, and create breathing room where needed.

- Track open projects and to-dos across the business – follow up on next steps, remind the right people at the right time, and help close the loop.

- Collaborate with team leads to keep communication flowing, meetings productive, and deliverables on track.

- Coordinate with clients and vendors – share prep materials, confirm appointments, and follow up promptly and professionally.

- Make proactive decisions based on context and intuition – once the Executive Assistant understands how the CEO works, stepping in without needing step-by-step instructions is expected.

- Be a steady, trusted presence – someone who brings structure, calm, and clarity to fast-moving days.

Requirements

You’ll Thrive in This Role If You Have…

- At least 3 years of experience supporting executives or leading operational workflows.

- Exceptional communication skills — able to write and speak with clarity, warmth, and polish.

- A deep love for logistics, calendars, follow-ups, and getting things done right the first time.

- Tech confidence – comfortable navigating tools like Google Workspace, ActiveCampaign, CRMs, or similar.

- A consistent, reliable in-person presence (Elmhurst).

- Strong instincts for what’s sensitive, urgent, or high-priority — and able to handle it all with care.

- A values-aligned mindset: purpose-driven, respectful, proactive, and team-oriented.

Why this Role Matters

The client believes retirement should be the best chapter of their clients’ lives — and the same should be true for the people who work there. This role isn’t just about keeping things organized; it’s about making sure the CEO can lead with focus, clarity, and purpose. When the Executive Assistant is handling the details, the scheduling, the follow-through, and the flow — everything else runs better. This person will be the quiet engine behind big ideas, smooth days, and a growing company that helps people build meaningful futures.

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