Executive Personal Assistant to the Principal Adviser

Salary: $900 and 10 days PTO monthly accumulated

About the business:

We are an independent financial planning firm helping individuals and families bring their mortgages, investments, pensions, protection and estate planning into one clear, joined-up plan.

Our clients come to us to reduce financial stress and feel more in control of their future. We take pride in delivering a calm, structured and highly personal experience.

The role:

This is not a traditional PA role.

You will act as the operational anchor of the business — protecting the Principal Adviser’s time, coordinating all moving parts, and ensuring nothing is missed.

Your primary responsibility is simple to describe but powerful in practice:
make sure the right things happen, at the right time, with the right people, without constant direction.

You will not provide financial advice.
Instead, you will run the flow around the advice process so the adviser can focus on high-value client work.

What success looks like

• The adviser’s time is protected and focused

• Clients feel informed, supported and never “in the dark”

• Tasks are followed through without needing to be chased

• Internal and external stakeholders are coordinated smoothly

• The business runs in a calm, organised and proactive way

Key responsibilities:

1. Executive support & control of workflow

• Proactively manage and prioritise the adviser’s diary

• Triage inbox and route communication appropriately

• Identify what needs the adviser’s attention vs what can be handled elsewhere

• Prepare for meetings (documents, agendas, context)

• Capture actions and ensure they are completed

2. Client coordination & experience

• Act as a key point of contact for client queries (non-advice)

• Manage and track client journeys across:

  • Mortgages

  • Protection & insurance

  • Investments & financial planning reviews

  • Estate planning

• Keep clients updated in clear, plain English

• Ensure every client knows “what’s happening” and “what’s next”

3. Operational ownership

• Create, assign and track tasks across the business

• Coordinate with internal support and external providers

• Maintain CRM accuracy and document organisation

• Monitor workflows and ensure nothing stalls or gets lost

• Identify and improve inefficient processes

4. Team coordination

• Work closely with a virtual assistant and external partners

• Ensure tasks are clearly defined and followed through

• Confidently follow up and keep people accountable

5. Marketing & business support

• Coordinate blog uploads, newsletters and updates

• Assist with client communications in a clear, friendly tone

• Support relationship tracking and reporting

6. Compliance & administration

• Support file preparation and internal checks

• Maintain organised, accurate records

• Assist with process documentation and ongoing improvements

About you:

Essential

• Experience supporting a senior professional or business owner

• Strong organisational and prioritisation skills

• Comfortable managing multiple moving parts at once

• Excellent written and verbal communication in plain English

• High level of discretion and professionalism

Helpful (but not required)

• Exposure to financial services, mortgages or professional services

• Experience working in structured or regulated environments

Personal qualities (this is what matters most)

• Ownership mindset — you take responsibility for outcomes, not just tasks

• Proactive — you don’t wait to be told what to do

• Calm under pressure — you bring order to complexity

• Detail-oriented — you notice what others miss

• Confident communicator — you can follow up and keep things moving

• Client-focused — you care about delivering a great experience

Important to understand

You will be expected to:

• Take initiative and improve how things are done

• Keep track of multiple workflows without constant instruction

• Follow up, chase and ensure completion where needed

• Act as a trusted extension of the adviser

This role suits someone who enjoys creating structure, bringing clarity and making things run smoothly behind the scenes.

Why this role matters

You will play a central role in helping the business grow while maintaining a high standard of client care.

If you enjoy being the person who makes everything work and take pride in getting things done properly, this role will suit you.