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Executive Assistant to Founders

Merrillville, IN

Why We Do What We Do

At MidCoast, we believe people deserve better.

Better than fragmented advice.

Better than reactive service.

Better than being treated like a transaction.

We believe people deserve a team that helps them align their financial lives, make wise decisions, and ultimately live a life that inspires a simple phrase:

Well Done.

Our mission is not simply to manage money, prepare tax returns, or solve problems.

It is to help our clients, teammates, and community flourish.

As we continue to grow, we are looking for someone who can help create leverage for our leadership team so they can spend more time leading, serving, coaching, and building the future of MidCoast.

Our Mission

Doing things to inspire "Well Done" from our team, clients, and community.

What We Are Up To

MidCoast Wealth Advisors and MidCoast Tax are growing.

We are building a planning-led, system-driven organization focused on delivering a world-class, proactive, and referable client experience.

Our vision is not simply to become larger.

Our vision is to build a better firm.

One that:

• Rights the wrongs in our industries
• Creates exceptional experiences for clients
• Develops extraordinary team members
• Leverages technology intentionally
• Builds systems that scale
• Helps people live life well

To do that, our Founders must spend more time working on the business and less time trapped in administrative tasks, emails, scheduling, communication management, and follow-up coordination.

That is where this role comes in.

What We Need

We are looking for an Executive Assistant & Founder Coordinator who will serve as a trusted partner to the Visionary and Integrator.

This role exists to create capacity.

You will help manage calendars, communications, recruiting activities, meeting coordination, follow-up, and administrative workflows so the Visionary and Integrator can focus on strategy, growth, client experience, team development, and execution.

Success in this role means fewer things fall through the cracks, communication becomes more responsive, and leadership gains meaningful time back each week.

Who We Are Looking For

We are looking for someone who loves creating order from complexity.

Someone who enjoys helping others succeed.

Someone who notices details before others do.

Someone who gets genuine satisfaction from making sure things are organized, communicated, and completed.

Someone who isn’t afraid to be the “gatekeeper” allowing the Visionary and Integrator to “buy back their time”.

This person is not looking to be the center of attention.

They are looking to make a meaningful impact behind the scenes.

Key Responsibilities

Executive Support

• Manage calendars for the Visionary and Integrator
• Coordinate meetings and scheduling
• Organize travel arrangements when needed
• Prepare agendas and meeting materials
• Assist with email management and inbox organization
• Draft responses and follow-up communications
• Manage reminders and recurring administrative tasks

Communication Management

• Monitor incoming requests
• Route requests to the appropriate team members
• Track outstanding follow-ups
• Coordinate responses and status updates
• Help improve communication responsiveness across the organization

Recruiting Administration

• Coordinate candidate scheduling
• Manage recruiting pipeline activity
• Assist with LinkedIn recruiting outreach messages and responses
• Coordinate interview logistics
• Track candidate progress
• Maintain recruiting documentation and scorecards
• Support recruiting events and initiatives

Leadership Team Support

• Assist with EOS meeting preparation when needed
• Track action items and commitments
• Coordinate quarterly planning and off-site meetings
• Maintain organizational documents and resources
• Support leadership communication initiatives

Client & Relationship Coordination

• Coordinate prospect meetings
• Manage scheduling logistics
• Support follow-up communication
• Assist with low-complexity client service coordination
• Help ensure a world-class client experience

Success After 12 Months

A successful person in this role will:

• Create 10–20 hours of leadership capacity per week
• Improve communication responsiveness
• Help ensure important follow-ups are completed
• Improve recruiting organization and execution
• Reduce administrative burden on leadership
• Increase consistency across key processes
• Help leadership spend significantly more time on strategic work

We Need Someone Who Is

Others First

You genuinely enjoy helping others succeed.

Organized

You can manage many moving parts without losing details.

Proactive

You anticipate needs and solve problems before they become issues.

Communicates Well

You are professional, responsive, and clear.

Hungry

You continuously look for ways to improve systems and processes.

Tech Savvy

You embrace technology and are excited about AI tools, automation, and productivity software.

Trustworthy

You handle confidential information with professionalism and discretion.

Humble

You are comfortable working behind the scenes and helping others shine.

Preferred Experience

• Executive Assistant
• Administrative Coordinator
• Operations Coordinator
• Recruiting Coordinator
• Office Manager
• Client Service Coordinator

3+ years of relevant experience preferred.

Experience supporting senior leaders is a plus.

Pay and Benefits

Competitive compensation based on experience.

Benefits include:

• Retirement plan with 4% match after 6 months
• Paid time off
• Professional development opportunities
• A team-first culture
• The opportunity to help build something meaningful

Final Thought

The right person will not simply manage calendars.

They will create leverage.

They will help free our leaders to focus on the work that only they can do.

And in doing so, they will play a significant role in helping MidCoast inspire "Well Done" from our team, clients, and community.