Executive Assistant to Sr. Managing Director

Our client, an established asset management firm is seeking a polished, proactive, and highly organized Executive Assistant to support one of the firm’s Co-Heads. The role is based in the firm’s Newport Beach office near Fashion Island.

The right person will have an “all hands on deck” mentality, excellent judgment, strong communication skills, and the ability to anticipate needs before they arise. This role requires someone who is proactive, discreet, hardworking, and comfortable supporting both business and personal scheduling priorities with the highest level of confidentiality.

Duties & Responsibilities

• Manage and maintain the Executive’s business and personal calendars, including scheduling meetings, coordinating logistics, and keeping key stakeholders apprised of changes
• Book and manage business and personal travel, including flights, hotels, ground transportation, reservations, and itineraries
• Prepare and submit expense reports
• Help manage day-to-day workflow, including tracking who needs what and by when
• Coordinate with the Sales Team of roughly 45 people, senior leadership, and other internal stakeholders
• Handle sensitive personal, family, employee, and business matters with the highest level of discretion and confidentiality
• Assist with ad hoc projects and work-adjacent personal tasks as needed
• Serve as a trusted partner who can manage up, anticipate needs, and help the Executive stay focused on key priorities

Qualifications

• 7-15 years of Executive Assistant experience
• Experience supporting a senior executive in asset management, private equity, hedge funds, financial services, or a similarly fast-paced environment preferred
• Proven ability to work collaboratively within an administrative team
• Highly proactive, forward-thinking, and able to anticipate needs
• Exceptional judgment, discretion, and professionalism
• Excellent written and verbal communication skills
• Strong attention to detail and ability to manage multiple priorities at once
• Expert knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Comfortable being available by phone and email outside standard business hours as needed