Executive Assistant

Executive Assistant at Legacy Wealth Planning

• Northwestern Mutual Executive Assistant at Legacy Wealth Planning
• Northwestern Mutual in Peapack, New Jersey Posted in 3 days ago.

Type:

full-time

Job Description:

ABOUT THE ROLE

Legacy Wealth Planning is a Northwestern Mutual Private Client Group serving a growing base of high-net-worth clients. We are looking for an exceptional Executive Assistant to provide dedicated administrative and scheduling support to our advisor group. This role is centered on supporting our advisors' daily productivity

• managing their calendars, inboxes, travel logistics, and scheduling with a level of care and anticipation that allows them to focus entirely on their clients.

You will work closely with our Director of Operations, who will train and develop you directly, and you will build trusted relationships with each advisor over time. The right person for this role is organized, proactive, discreet, and genuinely energized by making other people's professional lives run smoothly. If you take pride in anticipating needs before they're voiced and executing with precision and follow-through, this role was built for you.

ABOUT LEGACY WEALTH PLANNING

Legacy Wealth Planning is a multi-partner Northwestern Mutual practice in Bedminster, NJ built around a holistic financial planning philosophy

• insurance, investments, and retirement planning working together for every client.

We are a firm that is investing seriously in our people, our systems, and our structure as we scale.

WHAT YOU WILL DO

Calendar & Scheduling Management

• Manage calendars for 3-5 financial advisors by coordinating internal meetings, client appointments, team check-ins, and personal commitments with accuracy and care
• Schedule and confirm client meetings, follow-up appointments, plan presentations, and annual reviews across the advisor group
• Proactively identify and resolve scheduling conflicts before they become problems
• Maintain awareness of each advisor's priorities, preferences, and rhythms so that scheduling decisions reflect how they work
• Coordinate across multiple calendars simultaneously
• managing competing priorities with professionalism and judgment Inbox & Correspondence Management
• Monitor and manage advisor email inboxes by triaging, routing, flagging urgent items, and drafting responses as directed
• Handle correspondence with clients, prospects, and external partners with professionalism and appropriate urgency
• Ensure no message or request falls through the cracks by maintaining a reliable, organized communication flow for each advisor
• Exercise sound judgment about what requires immediate attention versus what can wait Travel & Event Coordination
• Coordinate travel arrangements for advisors, including flights, hotels, ground transportation, and itineraries from start to finish
• Manage registrations for conferences, continuing education events, and industry functions
• Prepare detailed travel itineraries and ensure advisors have everything they need before departure
• Handle last-minute changes and logistics challenges calmly and efficiently Administrative Support
• Execute scheduling tasks routed through the firm's CRM workflow system, including client follow-up appointments, review meetings, and planning sessions generated from advisor case notes
• Prepare materials, agendas, and supporting documents for advisor meetings as requested
• Maintain organized, up-to-date records and documentation across the advisor group
• Support special projects and firm-wide logistics at the direction of the Director of Operations
• Respond to requests from advisors with appropriate urgency and follow-through
• no request falls through the cracks

WHAT WE ARE LOOKING FOR

• Exceptional organizational skills. You manage multiple moving parts simultaneously without losing track of anything.
• Proactive mindset. You anticipate needs before they are voiced.
• Discretion and personal integrity. You handle confidential information about clients, advisors, and firm matters with professionalism and sound judgment.
• Professional communication. You write and speak clearly and confidently. You are comfortable interacting with high-net-worth clients and senior professionals.
• Calm under pressure. You adapt without disrupting the people around you.
• Reliability and follow-through. When you say you'll handle something, it gets handled.
• Technical proficiency.

Comfortable with calendar management platforms, CRM tools, and standard business software. Experience with financial services or wealth management environments is a plus but not required.

EXPERIENCE & BACKGROUND

• 2+ years of experience in an executive assistant, administrative assistant, or similar support role
• ideally supporting multiple senior professionals simultaneously
• Prior experience in financial services, wealth management, or a professional services environment preferred
• Demonstrated ability to manage complex calendars and high-volume scheduling across multiple stakeholders
• Experience handling confidential information with discretion
• Familiarity with CRM systems and workflow tools a strong plus

LICENSING & DESIGNATIONS

• Life & Health insurance license required
• must be obtained within 30 days of start date (firm will support)

WHAT WE OFFER

• $55,000
• $70,000 base salary, commensurate with experience
• A structured career path with defined advancement criteria and comp bands, as this role is part of a formal career framework
• Direct mentorship and training from the Director of Operations
• A firm that is investing in its people, and this hire is part of a deliberate effort to build the operational infrastructure for the next phase of LWP's growth
• A collaborative, high-standards team environment where great work is recognized and rewarded

HOW TO APPLY

If this role sounds like you, we would love to hear from you. Please submit your resume to jennifer.hopek@nm.com Legacy Wealth Planning is an equal opportunity employer.