Executive Assistant

Job Description

Job Title: Executive Assistant
Report to: President | Founder

Role: Oversee the operations of the President’s personal and professional responsibilities. Act as a trusted gatekeeper, operator, and facilitator ensuring the President’s time, energy and focus are maximized.

Ready to run the business inside the business? As the Executive Assistant to the President of Blue Rock, you’ll be the operational partner who ensures everything moves forward with precision and professionalism. Whether that’s internal operations, communication triage, or personal logistics, your work will enable the President to focus on strategy, growth and client relationships while you handle the rest.

This is a high trust, high autonomy role. You will be expected to handle everything from monetary coordination, team coordination, email management, and even vendor and building maintenance coordination. Your position will require critical, proactive thinking to keep the President organized and informed. You will anticipate needs before they arise and ensure nothing falls through the cracks.

At Blue Rock, we hold ourselves to high standards of professionalism and integrity. Our three main core values—Precision with Greatness, Respectful Transparency, and Ethically Unwavering — guide how we interact with clients and approach our work. As an Executive Assistant, you’ll exemplify these values through your initiative, attention to detail and ability to keep the engine of the firm running smoothly behind the scenes.

Who is Blue Rock Financial Group

Blue Rock Financial Group is a boutique wealth management firm with offices in Wilmington and Rehoboth Beach, Delaware. We specialize in serving affluent individuals, families, and business owners with personalized financial planning and investment management. Our mission is to build lasting relationships through comprehensive financial planning with a fiduciary standard of care. We value initiative, collaboration, and integrity, and are seeking a dedicated Brand and Marketing Manager to help support our continued growth.

Core Responsibilities

· President & Business Operations Management:

Ø Manage CEO’s daily schedule, appointments, travel arrangements, and ongoing calendar organization.

Ø Oversee communication channels including email triage, voicemail management, and follow-up delegation.

Ø Collect, organize, and send critical documents such as bank statements, payroll reports, and compliance forms to accountants and vendors.

Ø Liaise with legal, accounting, compliance, and other key partners to ensure the CEO has what’s needed for timely decision-making.

Ø Create systems and workflows to remove administrative tasks from the CEO’s day-to-day.

· Internal Office & Team Coordination:

Ø Serve as the operational point of contact for internal office needs including office supplies, building maintenance, vendor relationships, and IT coordination.

Ø Track and document firm deadlines, key renewals, compliance reporting dates, and internal projects.

Ø Collaborate with department leads to coordinate internal initiatives or assist in rolling out new processes.

Ø Assist with onboarding/offboarding processes for team members and vendors.

· Email, Communication & Gatekeeping:

Ø Monitor CEO inbox to identify urgent messages, flag client issues and route administrative tasks to appropriate team members.

Ø Draft and send correspondence on behalf of the President when appropriate, ensuring tone and professionalism match Blue Rock Standards.

Ø Organize weekly “What’s Important Now” briefs for the President and for the staff so everyone is aware of urgent matters, upcoming decisions, and high priority meetings.

· Personal & Building-Related Tasks:

Ø Coordinate vendors and contractors for office maintenance (e.g., plumbers, electricians, cleaners, landscapers etc).

Ø Help manage President’s personal logistics when appropriate (e.g. travel, gifts appointments)

Ø Maintain a personal/professional to-do list and proactively knock items off without needing reminders.

· Project Management & Systems:

Ø Support special projects for the CEO, including researching tools, streamlining operations, assisting with business growth initiatives

Ø Establish and manage recurring task systems to prevent oversight on key areas such as payroll submission, tax prep coordination, insurance renewals, etc.

Ø Prepare summaries, briefing docs, and meeting prep materials to maximize the CEO’s effectiveness in high-stakes meetings.

Results

• CEO’s time is spent only on high-value activities and important decisions.
• All CEO emails and messages are reviewed daily; urgent matters are addressed in the same day, communication with clients and internal partners happens to ensure all are informed, even if we haven’t reached a final solution.
• Office operations run without the President’s involvement unless strategic input is required.
• Weekly internal reporting and calendar updates are delivered every Monday morning.
• Weekly reporting is updated for the week on Friday by 7 pm EST (you build the tracking)
• All compliance-related findings and financial documents submissions are completed on time and as requested by bookkeeper and accountant.
• Nothing falls through the cracks

Requirements and Professional Skills

· 3+ years supporting a C-level executive (preferably in finance, legal, or professional services)

· Mastery of organizational tools and calendar/email systems (Google Workspace, Microsoft Office)

· Excellent written and verbal communication skills with the ability to represent the CEO professionally

· Strong discretion and confidentiality in handling sensitive materials

· Experience coordinating across departments, managing vendors, and leading complex logistics

· Self-starter who anticipates needs and takes initiative

· Grace under pressure and the ability to multitask in a fast-paced environment

Work Environment

Blue Rock offers a casual yet highly professional environment. We take pride in delivering high-touch client service and clear communication. Team members may work from home or office, but must maintain responsiveness and a strong client-first mentality.

Blue Rock Core Values

• Our core values are the heart and soul of this incredible company. The right person for this role will appreciate each of these values, personally subscribe to them, and understand why each is critical to having a great business (we have 26 more, but these three are the guiding principals).

• Precision with Greatness
• Being at your peak when your best is needed. Ability to thrive in the face of hard challenges. Someone who has the drive to consistently improve, never stops learning and is committed to incremental improvements which compound over time.
• Respectful Transparency
• Have the self-awareness to accurately communicate sincerely and respectfully at all times. Have the courage to accept feedback, with the desire to improve, and the trust that your team has your back. Communicate with respect, receive communication with grace.
• Ethically Unwavering
• Be the type of person with whom people are always proud to associate both personally and professionally. We look for true alignment of thoughts, words, and actions towards a goal worth pursuing. Be the same person whether others are watching or not.

Job Type: Full-time

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan

Experience:

• Executive administrative support: 3 years (Preferred)

Location:

• Rehoboth Beach, DE 19971 (Preferred)

Ability to Commute:

• Rehoboth Beach, DE 19971 (Required)

Work Location: In person