Job Description

About Robbins Financial:

Robbins Financial is a client-focused financial services firm committed to empowering clients to build, protect, and preserve wealth with integrity. Our mission is to deliver personalized strategies for lasting financial success. Our vision is to be a leading firm, known for excellence, innovation, and community impact. We thrive in a fast-paced, technology-driven environment that prioritizes efficiency and collaboration.

Job Summary:

We are seeking a highly organized and proactive Executive Assistant to support our executive team, financial advisors, and advisor assistants. This role ensures seamless business operations in a dynamic environment, requiring the ability to thrive under pressure, demonstrate urgency, and manage multiple priorities using technology to enhance efficiency and client satisfaction.

Key Responsibilities:

• Tech Proficiency: Leverage extensive experience with tools like Microsoft Outlook (email and calendar management), proven experience with Excel (data reporting, basic calculations, pivot tables, etc.), generate reports like financial summaries; experience with Microsoft Teams and/or Zoom (virtual meetings); client meeting schedules; learn Microsoft Planner for task management (training provided), CRM systems for client accounts (training provided), and adopt new technology as needed; support the COO in weekly meetings by managing video and audio technology for effective communication.
• Financial Operations Support: Utilize strong, pre-existing experience in QuickBooks and bookkeeping to manage transactions, invoicing, and budgeting; ensure accurate categorization of expenses, income, and financial data; track receipts and maintain expense reports for audit-ready documentation.
• Calendar Management: Schedule appointments for executives, including the CEO’s external commitments, coordinate travel and flights, manage team calendars for client meetings and reviews, and facilitate advisor-client communication for multiple advisors to ensure alignment.
• Client Communication & Support: Handle email correspondence, draft client mail (e.g., welcome letters), respond to inquiries, support new client onboarding, coordinate client gifts, arrange event logistics (e.g., seminars, lunch meetings), and manage outreach campaigns and client appreciation initiatives with marketing teams.
• Office Coordination: Oversee daily operations for our office in both Branson, MO and Bentonville, AR. Office hours are 8:00 AM to 5:00 PM, Monday through Friday. This position can either be hybrid or on-site in Branson, MO.
• Operational Efficiency & Compliance: Manage UPS/mail, handle scanning/printing, organize data in digital folders, maintain client folders/accounts for accuracy and compliance; support compliance with licensing, financial regulations, and internal policies by handling sensitive information discreetly; identify workflow inefficiencies and propose improvements, ensuring adherence to firm processes.
• Ad Hoc Support: Assist with CEO on daily basis, answer office lines, and support office needs.

Qualifications:

• Proven experience supporting C-level executives, preferably in financial services.
• Strong organizational skills with urgency and prioritization ability.
• Must have strong, pre-existing experience with QuickBooks and bookkeeping (required); strong tech skills, including familiarity with scheduling, reporting, and virtual meeting tools; willingness to adopt new technology.
• Experience managing digital folders and client accounts for access and compliance.
• Willingness to learn and support compliance requirements (training provided).
• Exceptional attention to detail, process adherence, and excellent communication skills, with comfort in a client-facing role managing in-person appointments professionally.
• Ability to thrive in a fast-paced environment, adapt to changing priorities, and maintain confidentiality.

Benefits:

• Generous time-off policy with flexible PTO, subject to reasonable usage and manager approval.
• Company-sponsored dental and vision benefits (medical benefits not included).
• Company-sponsored 401K plan to support your financial future.

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