Executive Assistant

Lead with Purpose. Partner with Impact. Bluespring Wealth (BSW) is a fast-growing acquirer of wealth management firms throughout the United States. We take a relationship-based approach to partnering with and supporting best-in-class wealth managers who provide financial planning and investment services to retail clients. Bluespring takes majority-stake positions in high-quality firms and provides its partners with an unparalleled depth of operating support, business expertise, and strategic investments in key areas of growth. Bluespring is a wholly owned subsidiary of Kestra Holdings, a holding company consisting of leading wealth management services businesses that support independent financial advisors and the clients they serve. The Executive Assistant provides high-level administrative and operational support to designated executives and their teams. This role serves as a trusted, highly organized partner who anticipates needs, protects executive time, manages sensitive information, and coordinates the details required for effective leadership, client engagement, and regional execution. The Executive Assistant is responsible for providing proactive administrative, scheduling, travel, communication, and project coordination support. The role also manages the end-to-end logistics for client and advisor visits to the home office and supports regional events, ensuring every interaction is organized, professional, and consistent with the Bluespring experience. Success requires discretion, sound judgment, strong attention to detail, clear communication, and the ability to manage multiple priorities while anticipating needs and resolving issues before they affect executives, clients, advisors, or internal partners. What Y ou’ll Do: Executive and Department Support Manage complex calendars for the department executive and designated team members, including meeting prioritization, scheduling, preparation, and resolution of conflicts. Coordinate executive and leadership travel arrangements, including flights, hotels, ground transportation, itineraries, and changes as needed. Prepare agendas and supporting materials for recurring and ad hoc meetings, and coordinate follow-up items as requested. Reconcile and submit expense reports for the department executive and designated vice presidents. Maintain department organizational charts, contact sheets, vacation calendars, the Business Continuity Plan, vendor information, and license renewal schedules. Approve timecards and expenses for the department executive. Follow up with clients, advisors, vendors, and internal partners on administrative matters and commitments. Client and Advisor Visits to the Home Office Own the end-to-end coordination of client, advisor, prospective partner, and other strategic visits to the home office. Coordinate visitor travel logistics, including flights, hotel accommodations, ground transportation, arrival and departure details, and itinerary changes. Build and maintain visit agendas in partnership with executive sponsors and internal participants, confirming timing, meeting rooms, presenters, materials, and technology needs. Lead pre-visit and day-of communication with visitors and internal stakeholders, including agendas, travel details, office access, parking, dress guidance, contact information, and schedule updates. Arrange meals, restaurant reservations, catering, refreshments, and other hospitality details, taking documented dietary restrictions and accessibility needs into account. Coordinate conference rooms, visitor access, welcome materials, name badges, signage, presentation materials, and on-site logistics. Serve as the primary logistical point of contact during visits, proactively addressing schedule changes, transportation issues, hospitality needs, and other last-minute requirements. Maintain visit checklists, itineraries, contact lists, and budget or expense documentation to support a consistent and professional home-office experience. Regional Events and Meetings Coordinate regional meetings, leadership gatherings, dinners, advisor events, and other field-based programs from planning through completion. Manage event logistics, including venue and restaurant sourcing, hotel room blocks, flights, ground transportation, catering, audiovisual requirements, meeting space, and attendee materials. Develop and distribute event agendas, invitations, confirmations, travel instructions, attendee communications, and changes in a timely and professional manner. Maintain attendee lists, registration details, dietary information, rooming lists, vendor contacts, and event run-of-show documents. Partner with regional leaders, internal teams, venues, restaurants, hotels, and other vendors to ensure responsibilities, deadlines, and service expectations are clear. Track event budgets, contracts, invoices, deposits, cancellations, and final expenses, escalating issues and variances promptly. Provide on-site or remote logistical support, as needed, and complete post-event follow-up, reconciliation, and documentation. What You Bring : Heart to serve others while delighting our clients with every interaction. Ability to maintain confidentiality, exercise discretion, and use sound judgment when handling sensitive information. Strong executive-support experience with demonstrated ability to anticipate needs, manage competing priorities, and follow through reliably. Advanced organizational, scheduling, travel-planning, event-coordination, and written and verbal communication skills. High attention to detail and a commitment to accuracy, professionalism, accountability, customer focus, and teamwork. Proficiency in Microsoft Outlook, Excel, Word, PowerPoint, Teams, and related productivity tools. Ability to create clear agendas, itineraries, communications, checklists, and tracking documents. Professional phone and in-person demeanor, with the ability to interact effectively with executives, clients, advisors, vendors, and colleagues. Ability to follow written and oral instructions, work independently, solve problems quickly, and adapt when plans change. Ability to manage budgets, invoices, expense reporting, vendor details, and multiple deadlines with consistency. Flexibility to work outside standard business hours and travel when required by executive schedules, client visits, or regional events. High school diploma required. College degree and/or financial services industry experience preferred. Strong Executive Assistant experience required. Experience coordinating executive travel, client or advisor visits, and multi-location events preferred. Demonstrated proficiency with Microsoft Office Suite required.