Executive Administrative Assistant / Personal Assistant to CEO- Full Time (Irvine)

About Us:

Chequers Financial Management is a boutique firm of independent, seasoned, and objective advisors dedicated to helping clients navigate the complexities of substantial wealth. Our highly personalized approach and carefully selected client relationships allow us to deliver tailored financial, tax, and wealth planning solutions with an exceptional level of service and attention. We help wealth endure.

We are seeking a polished, proactive, and highly organized Executive Administrative Assistant / Personal Assistant to support our CEO and leadership team. This role is ideal for someone who thrives in a fast-paced professional environment, anticipates needs before they arise, and can effectively balance both executive administrative support and personal assistant responsibilities with discretion and professionalism.

Job Type: Full-Time

Department: General Administrative

Reports To: CEO

Classification: Non-Exempt

Summary of Job Description: The Executive Administrative Assistant / Personal Assistant will provide direct support to the CEO while also assisting the Chief of Staff, Managing Partners, and broader leadership team with administrative coordination, scheduling, office management for Irvine location, and special projects.

This individual will serve as a key organizational partner to the CEO by managing day-to-day logistics, maintaining calendars, coordinating meetings and travel, assisting with personal scheduling needs, and helping ensure smooth office operations.

The ideal candidate is detail-oriented, resourceful, adaptable, and able to maintain confidentiality while managing multiple priorities.

Essential Job Functions:

Executive & Personal Assistant Support

• Manage heavy and complex calendar scheduling for the CEO, including internal meetings, client meetings, personal appointments, and travel coordination.

Administrative & Office Support

• Manage and organize office correspondence, including visitors, calls, mail, and deliveries.
• Handle filing, scanning, mailing packages, document preparation, and data entry tasks.
• Maintain electronic and physical filing systems in a highly organized manner.
• Assist analysts with preparation, uploading to tablets, and/or mailing client meeting materials.
• Order and maintain office and kitchen supplies as needed.
• Maintain cleanliness and organization of common office areas, kitchen, coffee machines, and break areas.
• Coordinate grocery and office refreshment ordering.
• Support onboarding logistics, office meetings, training sessions, and internal events.
• Assist the Chief of Staff with planning and coordination of company events and team activities.
• Support special projects and additional administrative initiatives as assigned.

Marketing & Team Support

• Assist with updating the company LinkedIn page and sharing articles or updates from the management team.
• Support internal communications and firm-wide announcements as needed.
• Assist with presentation formatting, meeting preparation, and administrative project support.
• Coordinate and manage personal and professional scheduling logistics for the CEO.
• Assist with personal errands, reservations, appointments, and special requests as needed.
• Coordinate travel arrangements, itineraries, accommodations, transportation, and logistics for the CEO and management team.
• Serve as a gatekeeper and primary point of coordination for incoming communications and scheduling requests.
• Anticipate executive needs and proactively resolve scheduling or logistical conflicts.
• Prepare meeting materials, agendas, and follow-up items for executive meetings.
• Assist with confidential and sensitive information with a high degree of discretion and professionalism.
• Support the tax department with administrative duties during tax season and/or as needed.

Non-Essential Functions: All other tasks as assigned by the CEO and/or Chief of Staff.

Minimum Qualifications:

Education

• High School diploma or equivalent required
• Some college coursework or additional post-secondary education preferred

Experience

• Minimum of 5 years of executive administrative assistant and/or personal assistant experience preferred
• Experience supporting C-level executives or senior leadership strongly preferred
• Prior experience in financial services, wealth management, accounting, or professional services environments is a plus

Knowledge, Skills, and Abilities:

• Exceptional organizational and time-management skills
• Strong attention to detail and ability to prioritize multiple responsibilities
• Excellent written and verbal communication skills
• Professional demeanor with strong interpersonal skills
• Ability to handle confidential information with discretion
• Resourceful problem solver with strong follow-through
• Proficiency in Microsoft Office Suite, Adobe Acrobat, Outlook, and electronic document management
• Ability to work independently while also collaborating effectively with team members
• Comfortable operating in a fast-paced, high-expectation environment

Why Join Chequers?

• Professional yet collaborative office culture
• Opportunity to work closely with executive leadership
• High level of exposure to firm operations and management
• Beautiful Irvine office conveniently located near John Wayne Airport
• Building amenities include:
• Parking garage
• Full-service fitness center with showers
• Yoga studio
• Wellness room
• Tenant lounge
• Onsite café

Compensation & Benefits

• Competitive compensation based on experience
• 401(k) with company matching
• Health, dental, and vision insurance
• Flexible Spending Account (FSA)
• Health Savings Account (HSA)
• Paid time off
• Professional and supportive work environment

Physical Demands:

• Normal office environment

Working Environment:

• Normal office environment

Licenses/Certifications:

• None required

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Application Question(s):

• Do you have heavy calendar management experience? If so, how many years of experience?

Education:

• High school or equivalent (Required)

Experience:

• Administrative: 2 years (Required)

Work Location: In person