Director of First Impressions + CEO Support

Overview

Director of First Impressions & Executive Assistant to the CEO

Please note, although this position is virtual, you must be located in the United States and able to work primarily PST business hours.

Synergy Financial Group, LTD (SFG) is a boutique fiduciary wealth advisory firm serving ultra high net-worth families. Our approach is built on proprietary planning loops, concierge-level service, and deep, enduring client relationships.

As part of this team, you’ll help create an exceptional experience for our clients while providing high-level executive and personal support to Synergy’s Founder & CEO as well as the Synergy team.

This is a unique dual role combining Director of First Impressions and Executive Assistant to the CEO. You’ll help ensure clients receive the warm, polished, concierge-level experience Synergy is known for while making the CEO’s professional and personal logistics run seamlessly.

This role requires exceptional organization, attention to detail, discretion, follow-through, and the ability to anticipate what needs to happen next.

Key Responsibilities

Client Experience & First Impressions

Serve as a warm, polished and professional point of contact for clients, prospects and professional partners
Coordinate client meetings, confirmations, Zoom links, locations and logistics
Help prepare for client meetings, visits, dinners and events
Coordinate client gifts, cards, birthdays and important milestones
Maintain important client preferences and details
Help create thoughtful touches that elevate the Synergy client experience
Ensure client requests are directed to the appropriate team member and followed through to completion
Help ensure every interaction reflects Synergy’s concierge-level service standards
CEO Executive & Personal Support

Manage and maintain the CEO’s professional and personal calendar
Schedule and reschedule meetings and appointments
Coordinate business and personal reservations
Handle routine purchases, returns, shipping, repairs and service appointments
Coordinate vendors and other personal administrative needs
Research options and provide concise recommendations rather than simply forwarding information
Maintain and track delegated tasks through completion
Proactively follow up on outstanding items
Anticipate upcoming needs and potential scheduling conflicts
Protect the CEO’s time by eliminating unnecessary administrative and logistical work
Travel Management

Own domestic and international travel logistics from planning through completion
Research and book flights, hotels, trains, rental cars and ground transportation
Coordinate restaurants, conferences, meetings and activities while traveling
Maintain one complete and accurate master itinerary for each trip
Verify flight numbers, departure and arrival times, hotels, train schedules, stations, reservations and time zones
Build appropriate transportation and scheduling buffers into itineraries
Conduct a complete travel review approximately 72 hours before significant trips
Monitor changes and proactively address travel issues
Provide concise daily or next-day itineraries during complex travel when appropriate
Calendar & Schedule Management

Maintain complete accuracy of dates, times, locations and time zones
Ensure meeting links, addresses and relevant details are included
Build realistic travel time and buffers between commitments
Ensure calendar entries align with actual travel confirmations and reservations
Identify conflicts before they become problems
Update affected appointments and logistics when plans change
Task & Workflow Management

Maintain an organized system for CEO requests, delegated items and follow-ups
Track what needs to happen, who owns it, deadlines and next steps
Follow up proactively when information or action is outstanding
Own assignments through completion rather than considering a task finished when an email is sent
Identify missing information and resolve issues independently when possible
Create and maintain repeatable processes and checklists for recurring responsibilities
Internal Team Collaboration

Work closely with the Chief of Staff and broader Synergy team
Coordinate CEO scheduling and logistics with internal team members
Support client experience initiatives across the firm
Communicate schedule changes and relevant information proactively
Help refine systems, checklists and SOPs that improve consistency and reduce errors
Ideal Candidate Profile

We are looking for a driven, highly organized and service-oriented individual who embodies the following qualities:

Ownership Mindset: Takes full responsibility for tasks and follows them through to completion

Meticulous Attention to Detail: Understands that dates, times, travel arrangements and other small details matter

Proactive & Anticipatory: Thinks one or two steps ahead and identifies potential problems before they happen

Service Mindset: Genuinely enjoys taking care of people and creating exceptional experiences

Resourceful: Can take an objective, research the options and figure out how to get it done

Excellent Judgment: Knows when to handle something independently, when to ask a question and when to escalate

Versatile & Agile: Comfortable shifting between client experience, CEO support, travel, scheduling and personal administrative needs

Calm Under Pressure: Handles changing schedules, travel disruptions and last-minute requests without becoming overwhelmed

Continuous Improvement: Learns from mistakes, improves processes and consistently looks for ways to make things run better

Discreet & Trustworthy: Comfortable handling confidential business, client and personal information

Qualifications

Minimum of 3 years of relevant experience in executive assistance, client service, hospitality, financial services or another high-touch professional environment
Experience supporting a CEO, founder, entrepreneur, executive or UHNW individual preferred
Experience coordinating complex domestic and international travel strongly preferred
Exceptional organizational and time-management skills
Strong written and verbal communication skills
High level of technological proficiency and ability to learn new systems quickly
Comfortable providing both professional and personal executive support
Must be located in the United States and able to work primarily PST business hours
Flexibility for occasional time-sensitive support outside normal business hours, particularly during CEO travel
Meticulous attention to detail and a demonstrated ability to independently verify important information
Please only apply if you are comfortable supporting both the professional and personal administrative needs of a CEO.

What Success Looks Like

Clients consistently receive warm, polished and responsive service
Client meetings and important milestones are handled reliably
CEO travel is complete, organized and accurate
The CEO can trust his calendar without independently verifying it
Trips are proactively reviewed before departure
Administrative tasks are completed without repeated reminders
Outstanding items do not fall through the cracks
Problems are identified and addressed before they reach the CEO
The CEO spends significantly less time managing logistics and administrative matters
Career Path

Director of First Impressions & Executive Assistant → Senior Executive Assistant / Executive Operations

Long-term opportunities for expanded responsibility within Synergy for top performers who demonstrate exceptional ownership, reliability and alignment with our culture.

Compensation: $60,000–$75000 annually, plus benefits.