Executive Coordinator

Wescott Financial Advisory Group • Philadelphia, PA

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About The Position

Wescott Financial Advisory Group, a leading Philadelphia-based RIA, is seeking a highly organized, proactive, and professional Executive Coordinator to support our senior leadership team. This pivotal role ensures the smooth operation of day-to-day activities, facilitates effective collaboration across the firm, and serves as a trusted administrative partner to our executives. The Executive Coordinator is a valued representative of the firm who interfaces with clients, vendors, and colleagues. For those who thrive in fast-paced professional settings, embrace complex priorities, and take pride in delivering support with discretion and professionalism, this position offers a rewarding, high-impact opportunity. What You’ll Do Executive & Leadership Support Manage complex calendars, scheduling internal and external meetings while anticipating leadership priorities Prepare, edit, and organize correspondence, presentations, and meeting materials Coordinate travel arrangements, itineraries, and logistics for executives Support leadership committees, firm initiatives, retreats, and events, including post-event follow-up Serve as a collaborative liaison across departments to ensure seamless communication and workflow Handle sensitive and confidential information with the utmost professionalism Office Coordination & Administrative Support Maintain a professional, organized, and welcoming environment for employees, clients, and visitors Coordinate conference rooms, shared workspace resources, and office logistics Assist with vendor coordination, office supplies, and mail management Provide backup administrative support during peak periods or staff absences Operations & Project Support Facilitate client gifting, engagement letter preparation, and document management Support HR and culture initiatives, including employee recognition communications Maintain and update firm templates, standardized documents, and internal reference materials Assist with internal systems, Salesforce task tracking, and workflow coordination Partner with Advisor Support Specialists and Client Service staff to support cross-functional administrative needs Contribute to the continuous improvement of administrative and operational processes Technology & Tools Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) Salesforce (CRM), iManage (Document Management), Zoom, Adobe Acrobat Calendly, DocuSign, ExpenseWire, 15Five, Paychex Flex What Success Looks Like Executives can focus on strategic priorities with confidence that administrative and operational details are seamlessly handled Firm events, meetings, and initiatives run smoothly and efficiently Office operations and workflows are consistently organized, accurate, and professional Stakeholders across the firm experience proactive, service-oriented collaboration Core Competencies Organizational & Planning Skills Communication Proficiency Technical Capacity Initiative & Judgment Collaboration & Teamwork Client Service Orientation Adaptability & Flexibility Confidentiality & Professionalism Why Wescott At Wescott, our people are our greatest asset. As an Executive Coordinator, you will play a key role in keeping our firm running smoothly while supporting leaders who shape client outcomes and the firm’s culture. You’ll work in a collaborative, inclusive environment where initiative, judgment, and professionalism are recognized and valued.

Responsibilities

• Manage complex calendars, scheduling internal and external meetings while anticipating leadership priorities
• Prepare, edit, and organize correspondence, presentations, and meeting materials
• Coordinate travel arrangements, itineraries, and logistics for executives
• Support leadership committees, firm initiatives, retreats, and events, including post-event follow-up
• Serve as a collaborative liaison across departments to ensure seamless communication and workflow
• Handle sensitive and confidential information with the utmost professionalism
• Maintain a professional, organized, and welcoming environment for employees, clients, and visitors
• Coordinate conference rooms, shared workspace resources, and office logistics
• Assist with vendor coordination, office supplies, and mail management
• Provide backup administrative support during peak periods or staff absences
• Facilitate client gifting, engagement letter preparation, and document management
• Support HR and culture initiatives, including employee recognition communications
• Maintain and update firm templates, standardized documents, and internal reference materials
• Assist with internal systems, Salesforce task tracking, and workflow coordination
• Partner with Advisor Support Specialists and Client Service staff to support cross-functional administrative needs
• Contribute to the continuous improvement of administrative and operational processes

Benefits

• Our competitive salary is commensurate with experience.
• Performance-based bonus and a wide range of employee benefits and support programs that include:
• Professional License and Professional Development (CE)
• 401(k)/Employee’s Pension Plan
• Domestic Partner Benefits
• Family/Dependent Care Leave
• Basic Life/AD&D Insurance / Voluntary Life Insurance
• Short-term and Long-term Disability Insurance
• Sick Leave
• Vacation (20 days per year)
• Holidays (11) and Floating Holidays
• Volunteer Paid Time Off
• Medical / Dental / Vision Insurance
• Spring Health EAP
• Employee Resource Groups
• Flexible Spending & Health Care Spending
• Commuter Benefit
• Global Fit / Walk My Mind / Back-Up Care Advantage
• Pet Insurance
• Business Casual Dress Code
• Caring team of co-workers

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed