Executive Assistant and Office Coordinator

Sensible Financial (https://sensiblefinancial.com/) is a prestigious fee-only Financial Planning firm
located in Waltham, Massachusetts, in the Boston area. We are acknowledged thought leaders in
identifying, developing and applying sound planning and investing methodologies. We leverage these
approaches to create personal financial strategies for each of our clients. Many of our clients are busy
two-income families who rely on us to help them manage their finances for efficiency and effectiveness.
Over the past 12 years, we have consciously cultivated a firm culture dedicated to the highest level of
professionalism, mutual respect and client care. We strive to foster a mutually supportive, collegial
atmosphere. Our competitive compensation plan, generous benefits package and supplemental
compensation program serve to reinforce this team approach. Our staff structure and training program
allows our senior staff to receive the support that they need, provides our junior staff with exceptional
professional growth opportunities and supports our clients with personalized interactions at the highest
level in the industry.
We look forward to speaking with you if you would like to join this kind of firm.
We seek to hire an Executive and Office Coordinator. This professional is responsible for the
organization and coordination of office operations, procedures and resources to facilitate effectiveness
and efficiency for the organization.
Primary responsibilities include:
 Executive Assistant
o Coordinate meeting scheduling (manage Calendly and schedule manually as necessary)
o Sort, screens and distributes incoming and outgoing mail and email (may highlight
information of interest or curate reading material)
o Screen phone calls and email and bubble up when necessary
o Book and manage travel arrangements
o Accommodate working style
o Gatekeeper
o Consistent follow-up
o Accept accountability
o Help to keep executive on schedule
o Expense reports
 Reception
o Greeting guests
o Serving beverages
 Office Management
o Firm spirit continuity
 Schedule Holiday Party
 Coordinate plants and Holiday flowers
o Order all supplies for the office
 Client Service

o Institutional knowledge and responsiveness required
 Prepare client agreements
 Open new accounts at multiple custodians
 Process tasks related to changes in clients' accounts
 Money movement at Fidelity and TD Ameritrade
o Firm spirit continuity
 Order Holiday cards and prepare for mailing
 Order Holiday cookies
 Send flowers and baby gifts as requested
o Mail quarterly reports and rebalancing reports – 1 to 2 days per quarter

The position requires a bachelor’s degree and collegial relationships with team members; articulate
communications with team members, clients and others; and the highest level of attention to detail,
personal integrity, and commitment to excellence.
No phone calls, please. We are an equal opportunity employer and value diversity in our workforce.


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