Operations Assistant

Kestra • Austin, TX

28d

About The Position

The Operations & Executive Assistant is responsible for supporting day-to-day operational workflows and providing direct administrative support to executive leadership. This role ensures internal processes run efficiently, tasks are completed accurately and on time, and leadership is supported with scheduling, documentation, and coordination. The position serves as a key liaison across departments to maintain workflow consistency, operational discipline, and organizational alignment.

Requirements

• Familiarity with operational processes in professional services or financial advisory environments.
• Understanding of CRM and document management systems (e.g., Salesforce, Egnyte).
• Strong written and verbal communication skills for clear, professional correspondence.
• Highly organized with strong time management; able to handle multiple priorities.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Proactive problem-solving and ability to anticipate needs.
• Maintains confidentiality and discretion with sensitive information.
• Adaptable under changing priorities and calm under pressure.
• Effective collaborator across teams while working independently.
• Committed to professionalism, accuracy, and accountability.

Nice To Haves

• Working knowledge of financial services terminology and client service standards (preferred).

Responsibilities

• Operational Support: Collaborates with President/COO to execute initiatives, manage project timelines, and ensure cross-functional deliverables.
• Technology & Compliance: Implements and maintains firm technology platforms (CRM, planning tools), updates workflows, compliance logs, and tracks licenses, CE credits, and designations.
• Communication & Coordination: Oversees internal communication, status tracking, and goal alignment; manages task queues and scheduling requests.
• Client Engagement: Maintains client gift log per compliance standards; coordinates ordering, packaging, and timely delivery of gifts and event items.
• Process Management: Assists with monthly and quarterly processes, meeting scheduling, calendar reminders, data cleanup projects, and client communications.

Benefits

• Competitive pay and benefits with a large employer (over 1600 employees nationwide)
• 401(k), health insurance, and a competitive benefits package
• Work in a supportive, collaborative environment committed to professional excellence
• Help clients navigate meaningful financial decisions with confidence
• Opportunities for training, development, and long-term growth within the firm
• Tuition reimbursement for qualified expenses

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees