Executive Assistant to CEO

Position: Executive Assistant to the CEO
Job Description:

The Executive Assistant to the Chief Executive Officer is a strategic partner who ensures the smooth and efficient operation of the CEO's office. This highly visible role provides advanced administrative and organizational support, serving as a central coordination point for executive meetings, communications, and events. The ideal candidate is proactive, detail-oriented, demonstrates discretion and thrives in a fast-paced, mission-driven environment. Occasional early morning, evening, or offsite work may be required to support executive events and travel.

Overall Responsibilities:

Executive and Organizational Support for CEO and Chief of Staff

• Manage and maintain the CEO's daily and weekly schedule, including appointments, internal and external meetings, and travel arrangements
• Monitor and triage CEO's inbox, proactively flagging priority communications and requests that require action or follow-up
• Provide advanced PowerPoint support, including formatting, updating, and finalizing presentation materials under tight deadlines
• Prepare and distribute a weekly executive schedule and ensure all related materials are organized and accessible
  • Prepares CEO with the necessary materials and briefings ahead of key meetings, which may require coordination across teams

• Coordinate and compile materials for the CEO's weekend review book and other executive reference documents
• Work closely with the Chief of Staff to execute on the CEO's priorities, ensure follow-through of key action items, and drive important initiatives forward
• Maintain and update the organization's year-at-a-glance calendar of major meetings, events, and milestones
• Route incoming calls, inquiries, and speaking requests to the appropriate internal teams
• Transcribe and type CEO notes, investment observations, and meeting summaries as needed
• Anticipate the CEO's needs, proactively identifying issues and ensuring appropriate follow-up before requests are made
• Build and maintain strong working relationships with other executive assistants to ensure effective cross-office coordination and communication

UTIMCO-Wide Meeting and Event Coordination

• Provide on-site support for key events and anticipate executive needs during live meetings and travel
• Plan and execute monthly All-Hands meetings, annual Town Hall meeting, and CEO's holiday dinner
• Provide support for Leadership Team meetings, Senior Management Offsites, Semi-Annual Reviews, and Quarterly and Monthly 1-on-1s

Travel and Expense Management

• Research and coordinate travel options including flights, accommodations, and ground transportation
• Prepare and submit travel authorization forms and reconcile travel-related expense reports promptly and accurately
• Maintain discretion when handling all travel details and logistics

Reporting and Administrative Tasks

• Print and distribute monthly performance reports and other key management reports as requested
• Maintain accurate electronic and paper filing systems for CEO Office
• Provide backup support to other executive administrative staff as needed
• Ensure confidentiality when handling executive correspondence and personnel or board-related documents

Requirements:

• Bachelor's degree preferred or equivalent combination of education and experience
• Minimum of five years of executive-level administrative support, ideally within financial services, investments, or a professional corporate environment
• Demonstrated experience planning and executing meetings, conferences, or corporate events
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Excel, Word)
• Ability to operate with a high degree of autonomy and minimal daily interaction with the CEO due to meeting and travel demands

NOTE:

This role requires in-office, 4 days a week, Monday thru Thursday.

to learn more about UTIMCO's mission and impact

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.