Executive Assistant

Crewe Advisors•Salt Lake City, UT

4d•Onsite

About The Position

The Executive Assistant provides high-level administrative support to the President and broader leadership team at Crewe Advisors, an SEC-registered investment adviser serving clients across the United States. The position requires exceptional organization, communication, and discretion when handling confidential firm, client, and employee information. The ideal candidate is proactive, detail-oriented, and comfortable working in a regulated financial services environment. This is an on-site position in the Salt Lake City, Utah office. Standard office hours are Monday through Thursday, 8 a.m. to 5 p.m., and Friday, 8 a.m. to 2 p.m. The role reports to the President and Chief Operating Officer. The Executive Assistant supports executive scheduling and travel, prepares and tracks meetings and communications, processes expenses and invoices, coordinates leadership meetings and events, maintains records, and assists with special projects. The position also follows the firm’s compliance, recordkeeping, privacy, and information-security requirements, including using approved communication channels and escalating potential compliance matters.

Requirements

At least 2 years of experience as an executive or administrative assistant, preferably supporting senior leadership.
Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, and Teams) or equivalent tools.
Excellent written and verbal communication skills.
Demonstrated ability to handle sensitive information with complete discretion.
Strong organizational skills and ability to manage competing priorities.
High school diploma required.
Satisfactory completion of a background check conducted in accordance with the Fair Credit Reporting Act and applicable state law.
Acknowledgment of the firm’s Code of Ethics and compliance policies upon hire and annually thereafter.
If designated an access person under the Code of Ethics, compliance with personal securities reporting and pre-clearance requirements, including initial and annual holdings reports and quarterly transaction reports.

Nice To Haves

Experience in financial services, wealth management, or another regulated industry is strongly preferred.
Bachelor’s degree preferred.

Responsibilities

Manage complex calendars, scheduling, and meeting logistics across multiple time zones and office locations.
Coordinate domestic travel, including itineraries, accommodations, and expense reconciliation.
Prepare agendas, take meeting notes, and track action items to completion.
Draft, proofread, and format correspondence, presentations, and internal reports.
Serve as a point of contact between the executive and internal teams, clients, vendors, and other external parties.
Process expense reports and invoices in line with firm policies and approval workflows.
Coordinate leadership meetings, board or owner meetings, and firm events.
Maintain organized electronic and physical filing systems.
Provide administrative and project coordination support for special projects assigned by leadership.
Follow the firm’s Code of Ethics, compliance manual, and written policies and procedures.
Preserve business communications and records in accordance with the firm’s recordkeeping obligations under the Investment Advisers Act, including Rule 204-2.
Use only firm-approved communication channels for business purposes; do not use personal email, personal text messaging, or unapproved messaging apps for firm business.
Safeguard clients’ nonpublic personal information in accordance with Regulation S-P and the firm’s privacy and information security policies.
Route marketing materials, client communications, or public-facing content to Compliance for review as required by the firm’s Marketing Rule procedures.
Promptly escalate potential compliance concerns, client complaints, or gifts and entertainment matters to the Chief Compliance Officer.
Complete annual compliance training and required attestations.
Complete a satisfactory background check and acknowledge the firm’s Code of Ethics and compliance policies upon hire and annually thereafter.
If designated an access person under the Code of Ethics, comply with personal securities reporting and pre-clearance requirements, including initial and annual holdings reports and quarterly transaction reports.