Executive Assistant

Executive Assistant to the CEO

Iron Birch Advisors | New York City, NY | Fully Onsite

About Iron Birch Advisors

Iron Birch Advisors is a private wealth advisory practice of Ameriprise Financial Services, LLC. We serve individuals, families, and business owners through comprehensive financial planning and a highly personalized client experience.

Our New York City practice is growing, and we are seeking an exceptional Executive Assistant to serve as a trusted partner to our CEO. This person will bring structure, organization, momentum, and consistent follow-through to the CEO's professional priorities while also providing reasonable personal support.

This is an opportunity for an experienced executive assistant who enjoys working in a high-trust environment, takes pride in anticipating needs, and understands how to make a busy executive more effective.

The Opportunity

This is a true right-hand role for an experienced Executive Assistant who is energized by helping a fast-moving executive operate at his best.

You will manage priorities before they become urgent, keep commitments from falling through the cracks, and translate ideas and requests into organized action. You will serve as a gatekeeper, coordinator, problem-solver, and trusted point of contact for the CEO while helping ensure that important business and personal priorities receive the appropriate attention.

The role combines senior-level executive support with reasonable personal assistance and requires outstanding judgment, discretion, adaptability, and ownership. The ideal candidate is someone who can work independently, recognize what needs to happen next, and confidently take action without needing to be directed through every step.

This position is fully onsite in our New York City office and is not remote or hybrid. Occasional travel and flexibility outside standard business hours may be required.

What You Will Do

• Executive Support & Prioritization
• Own a complex executive calendar, schedule meetings, protect focus time, anticipate conflicts, and ensure the CEO is prepared for each commitment.
• Maintain a clear system for priorities, deadlines, open items, and follow-up.
• Proactively track commitments and close loops so important tasks do not fall through the cracks.
• Provide concise status updates, reminders, and recommendations to keep priorities moving forward.
• Organize email, documents, files, correspondence, and signature items so important information is easy to locate and act upon.
• Anticipate the CEO's needs and prepare materials, information, and logistics in advance of meetings and commitments.
• Help the CEO stay focused on high-value priorities by identifying what can be delegated, deferred, or handled independently.
• Communication & Relationship Management
• Serve as a polished and professional liaison with advisors, employees, clients, recruits, vendors, consultants, and other important relationships.
• Draft and coordinate business correspondence, communications, meeting notes, presentations, offer materials, and other executive-level documents.
• Manage incoming requests and help determine appropriate priorities, responses, and follow-up.
• Coordinate meetings and communications with important clients, prospects, business partners, and professional contacts.
• Maintain a high level of professionalism and discretion in every interaction.
• Recruiting & Practice Support
• Support recruiting and relationship-building activities, including candidate coordination, scheduling, hospitality, interviews, and follow-through.
• Coordinate meetings and communications with candidates and prospective team members.
• Assist with onboarding activities and special projects related to practice growth.
• Help coordinate high-priority initiatives and projects on behalf of the CEO and leadership team.
• Track action items and deadlines associated with important practice initiatives and ensure appropriate follow-through.
• Events, Travel & Special Projects
• Coordinate annual meetings, awards events, speakers, vendors, photography, and other high-visibility practice initiatives.
• Manage event logistics, timelines, vendors, invitations, materials, and follow-up.
• Coordinate business travel, including itineraries, reservations, transportation, accommodations, and last-minute changes.
• Support occasional personal travel and scheduling needs.
• Manage special projects from initial request through completion, including researching options, coordinating logistics, and providing recommendations.
• Client & Relationship Experience
• Coordinate thoughtful client and relationship touches, including gifts, branded materials, special occasions, and related tracking.
• Help ensure important clients, partners, and relationships receive timely and personalized attention.
• Maintain organized records of gifts, special occasions, relationship activities, and other important follow-up.
• Assist with hospitality and relationship-building activities associated with important meetings and events.
• Personal Support
• Provide reasonable personal assistance that allows the CEO to remain focused on professional priorities.
• Coordinate appointments, reservations, purchases and returns, errands, gifts, and other personal tasks as appropriate.
• Handle personal requests with the same discretion, organization, and follow-through expected of business responsibilities.
• Manage personal and professional priorities in a way that maintains appropriate boundaries and confidentiality.
• Organization & Process Improvement
• Build repeatable processes, checklists, tracking systems, and filing structures that reduce friction and improve efficiency.
• Identify opportunities to streamline the CEO's workflow and improve how information, requests, and priorities are managed.
• Maintain organized digital and physical files and ensure important information can be quickly located.
• Continuously look for ways to anticipate needs, improve efficiency, and make the CEO and practice more effective.
• Protect confidential personal, client, financial, and business information and follow all applicable firm policies and supervisory procedures.

What Will Make You Successful

Exceptional follow-through

You take ownership from the initial request through confirmed completion. You do not need to be reminded about open items and naturally close loops.

Proactive judgment

You anticipate needs, identify obstacles early, and know when to act independently versus when to ask for direction.

Executive-level organization

You can create order across competing priorities, shifting schedules, high-volume details, and constantly changing demands.

High standards

You care about accuracy, presentation, hospitality, professionalism, and the quality of every interaction.

Discretion and trust

You understand that this role provides access to sensitive business, client, financial, and personal information and handle that access with maturity and sound judgment.

Adaptability

You remain calm, resourceful, and solutions-oriented when plans change quickly or unexpected priorities arise.

Relationship fluency

You communicate warmly and confidently with clients, colleagues, recruits, vendors, business partners, and senior leaders.

Resourcefulness

You are comfortable figuring things out. When given a goal, you can research options, identify a solution, coordinate the necessary details, and bring the task to completion.

Service mindset

You are willing to handle both high-level projects and everyday details and understand how to prioritize the work that creates the greatest value.

Background Check

Employment with Iron Birch Advisors is contingent upon successful completion of a background check and any applicable regulatory, licensing, or registration requirements.

Equal Employment Opportunity

Iron Birch Advisors provides equal employment opportunities to all applicants and employees and prohibits discrimination and harassment on the basis of any characteristic protected by applicable federal, state, or local law.

Please do not contact the practice directly. Jambalaya Group is managing the recruitment process and will coordinate all candidate communication.

Requirements

Qualifications

• Seven or more years of progressive executive-assistant experience, including direct support for a founder, business owner, CEO, senior executive, or high-net-worth principal preferred.
• Demonstrated experience providing both business and personal support while maintaining clear boundaries, confidentiality, and professionalism.
• Experience in wealth management, financial services, professional services, private equity, a family office, or another high-expectation environment strongly preferred.
• Proven ability to operate independently and make sound decisions with limited direction.
• Exceptional written and verbal communication skills, with the ability to draft polished correspondence and represent the CEO and practice professionally.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and digital file-management systems, with the ability to learn new technology quickly.
• Strong project-management and event-coordination skills, including the ability to manage multiple vendors, timelines, and competing priorities.
• Demonstrated ability to manage confidential and sensitive information with discretion.
• Ability to work fully onsite in the New York City office, provide reasonable schedule flexibility, and travel occasionally.
• Bachelor's degree or equivalent combination of education and relevant experience preferred.