Executive Assistant

About the Company

Kitces.com exists to help practicing financial advisors improve their results and serve more consumers through better financial planning. The company aims to create a multiplier effect by supporting advisors with resources and expertise that can be carried into client work.

About the Role

This is a fully remote Executive Assistant position supporting founder and Chief Financial Planning Nerd Michael Kitces. The role is centered on protecting his time, managing his inbox and calendar, coordinating travel and meetings, and helping keep his attention on the highest-priority business goals. The position also includes support for company swag, recruiting and onboarding logistics, and occasional assistance to the Managing Director and the wider Kitces team.

Work Environment and Schedule

This role is based entirely in a virtual environment and can be performed from anywhere in the United States, with no relocation needed. Standard working hours are aligned to East Coast business hours. Very occasional evening or weekend support may be needed depending on travel or meeting timing.

Core Responsibilities

• Sort, prioritize, and help manage Michael’s email inbox, including routing messages to the right team, filing items by urgency, and replying when appropriate.
• Maintain Michael’s calendar, covering meetings, calls, focus blocks, webinar scheduling, and in-person event coordination with the Engagements Manager.
• Prepare for meetings by compiling the needed materials, dial-in details, video links, and related information.
• Arrange travel, including airfare, lodging, local transportation, and related receipts and expense documentation.
• Organize task flow and time blocks, including Asana timing and priorities, and help with retrospective and forward-looking time tracking.
• Coordinate small-scale travel meetups and annual in-person strategic planning for the Management Team.
• Assist with presentation materials, including PowerPoint decks for Michael’s speaking engagements and company presentations such as All-Hands, Rock Readouts, and Team Retreat sessions.
• Help gather business data and maintain dashboard reporting for Michael.

Additional Operations and People Support

• Assist with hiring administration by scheduling interviews, handling candidate communication, and coordinating offer and pre-boarding logistics.
• Own onboarding and offboarding administration, including system access setup and removal, E-Verify, harassment training, hardware coordination, and team record updates in People Ops systems.
• Manage company swag from sourcing through inventory, gift selection, and delivery coordination.
• Support Team Retreat planning, travel coordination, and on-site event logistics.
• Contribute to special People Operations projects when bandwidth allows.

Candidate Profile

The right person is highly self-directed, comfortable working with limited supervision, and exceptionally detail-oriented. Strong written communication, sound judgment, and the ability to create structure in complex situations are essential. Because this role often requires deciding what needs attention, what can be delegated, and how to respond on behalf of a company leader, discretion and confidentiality are critical. The ideal candidate should also be comfortable working quickly across a variety of tasks in a single day and able to switch between strategic support and hands-on execution without losing momentum.

Experience and Fit

Previous work as an Executive Assistant, especially in support of a founder or within a small business, is strongly preferred. However, candidates from related backgrounds such as customer service or operations may also be considered if they can show strong ownership, follow-through, and people skills. The company values candidates who genuinely enjoy helping others do their best work, can read between the lines to understand what someone truly needs, and treat every request as open until it is fully completed.

Eligibility

Applicants must be legally authorized to work primarily in the United States. Visa sponsorship is not available. The role also requires the ability to work at a computer for up to 8 hours per day and to travel for two in-person retreats each year, held in January and June.

Compensation and Benefits

• Base salary of $72,000 to $82,000 per year, depending on experience.
• Bonus opportunity of up to 12% of base pay, with up to 3% paid per quarter, tied to key Members Section and broader business metrics.
• $1,000 allowance for technology hardware, software, or related office items, with a company-provided home computer included.
• $2,500 annual budget for training and skill development.
• $2,500 annual budget for conferences.
• Paid membership in a relevant professional association and coverage for a related certification or designation.
• 15 paid days off for combined vacation and sick time, plus 6 national holidays and up to 2 floating holidays.
• Access to a company-subsidized health plan, including full company coverage of an employee-only HSA-eligible plan.
• $50 per month company contribution toward either an HSA or FSA account.
• Participation in the company 401(k) plan.
• No-meeting Wednesdays.

Team Values and Working Style

The team operates with a strong emphasis on integrity, service, and mutual support. Core values include doing the right thing, putting advisors first, being a trusted source, avoiding toxic behavior, and bringing intellectual curiosity and enthusiasm to the work. Internal communication happens through Slack and Asana rather than email, video is expected for Slack calls, and the team uses thoughtful communication practices to protect work-life boundaries. Meetings are generally concentrated earlier in the week, leaving the latter part of the week available for deeper focus work. A social committee also helps create connection opportunities that suit different comfort levels.