Executive Assistant Integrated Private Wealth Gig Harbor, WA Job Details Full-time From $65,000 a year 4 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Qualifications Confidential information handling Executive administrative support Bachelor's degree Attention to detail Adaptability Managing executive calendars

Delegation Technical Proficiency Full Job Description Executive Assistant Integrated Private Wealth Location:

Gig Harbor, WA | On-Site | Full-Time About the Role Integrated Private Wealth is building a premier ultra-high-net-worth private wealth platform serving successful entrepreneurs, executives, and families with complex financial lives. The Executive Assistant to the CEO creates leverage for the CEO by protecting his time, anticipating his needs, managing the flow of information and commitments around him, and ensuring he is prepared to focus on the firm's highest-value priorities. This is not a traditional administrative-support role. The Executive Assistant is expected to own the CEO's calendar rather than simply maintain it, exercise sound judgment about competing priorities, anticipate issues before they become problems, and serve as a trusted administrative gatekeeper and communication bridge between the CEO, clients, prospects, team members, and external partners. Given the nature of supporting a CEO, this role requires flexibility beyond a traditional fixed work schedule and the ability to adjust availability based on the CEO's commitments and business needs. The successful candidate will be highly organized, proactive, discreet, resourceful, and comfortable operating in a fast-moving entrepreneurial environment where priorities can change quickly and exceptional attention to detail matters. What Success Looks Like The CEO is in the right place, at the right time, prepared with what he needs, focused on the highest-value priorities, and rarely surprised by an administrative issue that could have been anticipated. The team knows what the CEO needs from them and when he needs it, without requiring the CEO to personally coordinate the process. The Executive Assistant consistently creates leverage by protecting the CEO's time, closing administrative loops, anticipating needs, and allowing the CEO to spend more time on clients, strategies, relationships, and other highest-value work. Key Responsibilities

CEO CALENDAR & TIME MANAGEMENT

• Own and proactively manage the CEO's complex calendar, including client and prospect meetings, internal meetings, personal commitments, travel, events, and protected focus time.
• Serve as the primary gatekeeper for the CEO's schedule, evaluating requests and prioritizing commitments based on client, business, and strategic importance.
• Protect the CEO's time and productivity by creating appropriate preparation, transition, travel, and focus time and minimizing unnecessary interruptions.
• Continuously look ahead across the CEO's calendar to identify conflicts, preparation requirements, travel needs, or other issues before they become problems.
• Coordinate scheduling and rescheduling with clients, prospects, team members, professional partners, and other external contacts.

CEO & TEAM READINESS

• Ensure the CEO is prepared for meetings by coordinating with appropriate team members to confirm that necessary reports, presentations, client information, agendas, and other materials are available in advance.
• Ensure the broader team has appropriate visibility into CEO-related meetings and receives the information necessary to prepare effectively.
• Prepare concise daily and weekly schedule summaries highlighting important meetings, preparation requirements, schedule changes, and time-sensitive priorities.
• Coordinate meeting logistics, including invitations, attendees, locations, conference/video links, agendas, contact information, and required materials.
• Anticipate what the CEO will need next rather than waiting to be asked.

COMMUNICATION & GATEKEEPING

• Screen and prioritize incoming requests for the CEO, determining what can be handled independently, delegated to the appropriate team member, or requires CEO attention.
• Manage routine correspondence and administrative communications on behalf of the CEO, as appropriate.
• Communicate CEO-related priorities, schedule changes, preparation requirements, deadlines, and requests for support to the appropriate team members.
• Serve as an administrative communication bridge between the CEO and the broader team while reducing unnecessary interruptions to the CEO.
• Learn and maintain the CEO's preferences, communication patterns, relationships, and working style so routine questions do not need to be repeatedly asked.

FOLLOW-THROUGH & COORDINATION

• Track CEO-specific commitments and follow-ups arising from meetings and ensure appropriate team members understand required next steps.
• Coordinate closely with the Office Manager/Project Manager to ensure matters requiring CEO input or decisions are surfaced at the appropriate time.
• Maintain awareness of important organizational priorities and deadlines that may require CEO attention without assuming ownership of broader team project management.
• Identify administrative problems and resolve them independently whenever possible rather than escalating routine matters to the

CEO. TRAVEL, EVENTS & EXTERNAL COMMITMENTS

• Coordinate CEO travel from end to end, including transportation, accommodations, itineraries, meeting schedules, confirmations, and supporting materials.
• Coordinate CEO participation in conferences, client dinners, speaking engagements, networking events, and other external commitments.
• Anticipate travel-related needs and ensure the CEO has the information and materials necessary to operate effectively while away from the office.

EXECUTIVE ADMINISTRATION

• Maintain accurate and organized calendars, contacts, meeting information, preferences, and other executive administrative records.
• Handle confidential client, personnel, financial, and business information with exceptional discretion.
• Support the CEO with special projects and administrative initiatives as requested.
• Maintain a high level of professionalism, responsiveness, and judgment in interactions with clients, prospects, team members, executives, and professional partners.

Qualifications

REQUIRED

• Prior experience supporting a senior executive, founder, business owner, or similarly demanding professional.
• Demonstrated ability to manage complex calendars, competing priorities, and frequent schedule changes.
• Demonstrated reliability, punctuality, and exceptional time management, with the flexibility to adjust working hours when necessary to support the CEO's schedule, travel, client commitments, and changing business needs.
• Exceptional organization and attention to detail.
• Strong written and verbal communication skills.
• Demonstrated judgment and discretion when handling sensitive or confidential information.
• Ability to work independently, solve problems, and make sound decisions without unnecessary escalation.
• Strong technology aptitude and ability to learn new systems quickly.
• Ability to operate calmly and effectively in a fast-paced, evolving environment.

PREFERRED

• Experience supporting a founder, CEO, or other senior executive.
• Experience within wealth management, financial services, family office, professional services, or another high-touch client environment.
• Experience coordinating executive travel, events, and complex meeting schedules.
• Experience interacting directly with sophisticated clients, executives, and external professionals.
• Bachelor's degree or equivalent combination of education and relevant professional experience. Key Competencies Anticipatory Mindset
• Thinks one or two steps ahead. Understands what is likely to be needed next and acts proactively rather than waiting for instructions. Executive Judgment
• Understands what deserves the CEO's attention, what can be handled independently, what should be delegated, and when escalation is necessary. Organization & Prioritization
• Manages a complex mix of schedules, commitments, information, deadlines, and changing priorities without losing control of the details. Attention to Detail & Quality
• Recognizes that small details matter and consistently delivers accurate, complete, polished work. Stewardship
• Takes ownership of commitments and outcomes. Follows through reliably, closes loops, and does not require unnecessary oversight. Reliability & Time Discipline
• Demonstrates exceptional dependability, punctuality, and personal time management. Plans ahead, meets commitments and deadlines, and understands that the CEO's schedule determines the rhythm of the role. Adjusts availability when reasonably necessary to support client, travel, business, and executive needs. Confident Gatekeeping
• Protects the CEO's time while maintaining professionalism and strong relationships. Is comfortable respectfully declining, redirecting, or questioning requests when appropriate. Resourcefulness & Problem Solving
• Figures things out. Brings solutions rather than unnecessarily transferring problems to the CEO. Communication & Emotional Intelligence
• Communicates clearly and concisely, reads situations and people effectively, and adjusts appropriately across clients, executives, team members, and external partners. Discretion & Trust
• Handles sensitive information and relationships with exceptional confidentiality, maturity, and professionalism. Calm Under Pressure
• Maintains composure, judgment, and attention to detail when schedules change, priorities shift, or unexpected issues arise. Builder's Mindset
• Looks for better ways to organize information, manage the CEO's time, improve administrative processes, and increase executive effectiveness.

Why Integrated Private Wealth? IPW is entering a significant period of growth. We serve successful entrepreneurs and families navigating complex financial decisions, liquidity events, tax strategies, estate planning, and generational wealth. Our opportunity is to build the people, systems, and client experience capable of delivering exceptional service as we scale. We're looking for people who want more than a job

• we're looking for people who want to help build what comes next.

For the right person, this is an opportunity to work closely with the CEO, become a trusted partner in how he operates, and play an important role in creating the executive capacity necessary for IPW's continued growth.

Pay:

From $65,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person