Executive Assistant - St. Louis Park

Advisor Talent Solutions•Saint Louis, MN

About The Position

Secured Retirement is a privately held financial services firm based in St. Louis Park, MN. We specialize in retirement planning and investment strategies for individuals preparing for or currently enjoying retirement. As we scale, our standard remains unchanged: exceptional clients are served by extraordinary people, supported by disciplined systems and clear accountability. The Executive Administrator provides comprehensive administrative and personal support to the CEO, serving as a critical extension of the executive office. This role is responsible for ensuring seamless coordination across professional and personal priorities, enabling the CEO to remain focused on strategic leadership and client impact. The ideal candidate is highly organized, proactive, and adaptable, with exceptional calendar and email management skills and working knowledge of QuickBooks Online for light financial administration. This position requires discretion, sound judgment, and the ability to thrive in a fast-paced, dynamic environment. Administrative/Support: ~80% People Interaction: ~20%

Requirements

Strong written and verbal communication skills
High attention to detail and process discipline

Responsibilities

Provide high-level administrative support to the CEO, including management of an exceptionally active and frequently changing calendar.
Strategically coordinate meetings, appointments, and engagements to optimize executive time and effectiveness.
Monitor, triage, and manage the CEO’s email inbox; draft responses, handle routine correspondence, and escalate priority matters appropriately.
Prepare, proofread, and format professional correspondence, reports, and internal documents.
Maintain organized records, files, task lists, and follow-up systems for executive initiatives.
Deliver daily briefings and real-time updates to ensure the CEO is fully prepared and informed.
Anticipate scheduling conflicts and proactively recommend solutions.
Demonstrate initiative by anticipating executive needs before they arise.
Maintain professionalism and composure while handling sensitive information and shifting priorities.
Utilize QuickBooks Online to support light bookkeeping activities, including invoice entry and payment tracking.
Assist with CEO-led strategic initiatives and operational projects.
Collaborate with internal teams (Marketing, Operations, Advisors) on cross-functional priorities.
Coordinate internal meetings, trainings, and team engagement events, including catering and off-site logistics.
Coordinate personal appointments, travel arrangements, and errands.
Manage personal calendars and ensure alignment with business commitments.
Assist with personal projects, including gift purchasing and special arrangements.
Liaise with family members, vendors, and service providers as needed.
Coordinate CEO meal and lunch orders, accommodating preferences and schedule constraints.