Executive Assistant to CEO

Overview

Premier institutional investment organization is seeking an experienced Executive Assistant to support the CEO in a fast-paced, highly confidential environment.

• 100% employer paid Medical, Dental, and Vision plans
• Generous 8.5% employer retirement contribution
• Paid park, gym, 1 remote day per week plus 6 additional weeks throughout the year

• Manage and coordinate the CEO's complex calendar, including meetings, appointments, travel, and executive priorities
• Prepare and distribute the CEO's weekly schedule, ensuring all meeting materials and supporting documents are organized and readily available
• Maintain the organization's annual executive calendar, tracking key meetings, events, deadlines, and strategic milestones
• Compile and coordinate the CEO's weekend briefing book and other executive reference materials
• Screen and route incoming calls, correspondence, inquiries, and speaking requests to the appropriate internal stakeholders
• Draft, transcribe, and format executive notes, investment observations, meeting summaries, and correspondence
• Anticipate executive needs by proactively identifying priorities, resolving issues, and ensuring timely follow-up
• Build strong working relationships with executive assistants and senior leaders to facilitate seamless communication and cross-functional coordination
• Provide on-site executive support during meetings, events, and business travel
• Plan and coordinate company-wide events, including monthly All Hands meetings, the annual Town Hall, and the CEO's holiday dinner
• Support Leadership Team meetings, Senior Management Offsites, Semi-Annual Reviews, Quarterly Business Reviews, and recurring executive one-on-one meetings
• Research, coordinate, and book domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries
• Prepare travel authorizations and reconcile executive expense reports accurately and in a timely manner
• Handle sensitive travel arrangements and executive preferences with the highest level of discretion and confidentiality
• Prepare, print, and distribute monthly performance reports and other executive management reports
• Maintain organized electronic and physical filing systems for the CEO's Office and executive records
• Provide backup support for executive administrative staff to ensure continuity of operations
• Handle confidential correspondence, personnel information, board materials, and other sensitive documents with professionalism and discretion

• 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)