Virtual Executive Assistant

Company Overview

An independent financial planning and wealth management practice operating on the Ameriprise broker-dealer platform, with a focus on portfolio construction and management. Adam Novak is an independent advisor at the firm — he chairs the investment strategy committee, maintains his own book of clients, and also supports partner Garrett on some of the firm's larger client families.

Role Overview

The client is looking for a Virtual Assistant to help him keep pace with scheduling and communications as his client load grows. The VA will work on Adam's behalf (not as him) to manage his calendar, keep his inbox moving, and support light CRM and operations tasks. This role does not include trades or money movement — those stay in-house with Adam and the firm's operations staff.

Key Responsibilities

•     Manage Adam's calendar — book, confirm, and reschedule client meetings, including maintaining the quarterly meeting cadence for his existing client book

•     Handle last-minute rescheduling requests promptly (e.g., clients emailing the day before to push a meeting)

•     Monitor and manage Adam's email inbox, ensuring timely responses on days when he is in back-to-back meetings

•     Keep the CRM (Salesforce) updated with client and opportunity notes

•     Communicate with internal operations staff on active opportunities and client updates

•     Occasionally answer client phone calls on Adam's behalf, once phone line access is set up

•     General administrative and operational support as needed

Skills & Tools

•     Strong organizational skills — able to proactively manage a busy, shifting schedule

•     Comfortable with the Microsoft Office suite, particularly Outlook calendar; familiarity with Microsoft Copilot is a plus (the only AI tool approved for compliance)

•     General CRM familiarity is helpful — Salesforce experience is a plus but not required; in-house operations staff can provide guidance to get up to speed

•     Familiarity with Ameriprise broker-dealer platform tools is a plus but not required

•     Personable, professional communication style, since the role is occasionally client-facing by phone

Contract & Logistics

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