Executive Coordinator

Wescott Financial Advisory Group LLC•Philadelphia, PA

About The Position

Wescott Financial Advisory Group, a leading Philadelphia-based RIA, is seeking a highly organized, proactive, and professional Executive Coordinator to support our senior leadership team. This pivotal role ensures the smooth operation of day-to-day activities, facilitates effective collaboration across the firm, and serves as a trusted administrative partner to our executives. The Executive Coordinator is a valued representative of the firm who interfaces with clients, vendors, and colleagues. For those who thrive in fast-paced professional settings, embrace complex priorities, and take pride in delivering support with discretion and professionalism, this position offers a rewarding, high-impact opportunity.

Requirements

Organizational & Planning Skills
Communication Proficiency
Technical Capacity
Initiative & Judgment
Collaboration & Teamwork
Client Service Orientation
Adaptability & Flexibility
Confidentiality & Professionalism
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Salesforce (CRM), iManage (Document Management), Zoom, Adobe Acrobat
Calendly, DocuSign, ExpenseWire, 15Five, Paychex Flex

Responsibilities

Manage complex calendars, scheduling internal and external meetings while anticipating leadership priorities
Prepare, edit, and organize correspondence, presentations, and meeting materials
Coordinate travel arrangements, itineraries, and logistics for executives
Support leadership committees, firm initiatives, retreats, and events, including post-event follow-up
Serve as a collaborative liaison across departments to ensure seamless communication and workflow
Handle sensitive and confidential information with the utmost professionalism
Maintain a professional, organized, and welcoming environment for employees, clients, and visitors
Coordinate conference rooms, shared workspace resources, and office logistics
Assist with vendor coordination, office supplies, and mail management
Provide backup administrative support during peak periods or staff absences
Facilitate client gifting, engagement letter preparation, and document management
Support HR and culture initiatives, including employee recognition communications
Maintain and update firm templates, standardized documents, and internal reference materials
Assist with internal systems, Salesforce task tracking, and workflow coordination
Partner with Advisor Support Specialists and Client Service staff to support cross-functional administrative needs
Contribute to the continuous improvement of administrative and operational processes