About the job
Position Overview
The Executive Assistant (EA) provides high-level administrative and operational support to the Chief Financial Officer, and Chief Administrative Officer within a growing Registered Investment Advisor (RIA). This role requires exceptional organizational skills, sound judgment, discretion, and the ability to anticipate executive needs in a fast-paced, highly regulated financial services environment.
The ideal candidate is a proactive partner who thrives on coordination, precision, and enabling executive effectiveness.
Work Location: This position is in person, available to hire at the Scottsdale Headquarters office location.
Why Ashton Thomas
Ashton Thomas Private Wealth and Ashton Thomas Securities represent a modern, unified wealth management enterprise—combining a leading SEC-registered RIA and a fully licensed Broker-Dealer under one platform. Together, we deliver institutional-grade investment management, execution, and advisor support through a connected, data-driven architecture that spans all major custodians and asset classes.
Key Responsibilities
- Manage complex, multi-layered calendars for three C-suite executives, ensuring alignment of priorities, preparation time, and travel considerations.
- Schedule internal and external meetings across multiple time zones, including coordination with senior leadership, external partners, and vendors.
- Monitor and proactively resolve scheduling conflicts, shifting priorities, and last-minute changes.
- Coordinate closely with other Executive Assistants across the organization to ensure seamless communication and coverage.
- Arrange all aspects of executive travel, including flights, lodging, ground transportation, and meeting logistics.
- Prepare detailed travel itineraries in advance, including meeting agendas, locations, and relevant materials.
- Collect, organize, and submit receipts and expense documentation to the Finance team in accordance with firm policies.
- Partner with executives during working sessions to help compile, format, and refine presentation materials (e.g., PowerPoint decks, briefing documents, executive summaries).
- Assist with meeting preparation, including agenda creation, document coordination, and follow-up action tracking.
- Exercise professionalism and discretion in handling sensitive and confidential information.
- Support cross-functional initiatives by ensuring executives are prepared, informed, and aligned.
Qualifications & Experience
- 3+ years of experience supporting senior executives, preferably in financial services, professional services, or a regulated environment.
- Experience supporting multiple executives simultaneously with competing priorities.
- Strong proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and familiarity with virtual meeting platforms.
- Demonstrated ability to create polished executive-level presentations and materials.
- Exceptional organizational, time-management, and problem-solving skills.
- High level of discretion, professionalism, and judgment.
- Proactive and anticipatory mindset — able to think several steps ahead.
- Strong communication and relationship-building skills.
- Detail-oriented with the ability to manage complex logistics without losing sight of priorities.
- Calm, adaptable, and solutions-oriented under pressure.
- Comfortable working collaboratively while maintaining autonomy.
Compensation
Base Salary commensurate with experience and a comprehensive benefits package.
