Executive Assistant to Chief Executive Officer

Position Overview

The Executive Assistant provides top level administrative and strategic support to the Chief Executive Officer of a financial services firm. This role requires exceptional organizational skills, sound judgment, and the ability to operate with discretion in a highly confidential and regulated environment. The ideal candidate is proactive, detail oriented, and comfortable managing complex schedules, communications, and priorities on behalf of a senior executive.

Responsibilities:

Calendar and Travel Management

Manage the CEO’s complex and dynamic calendar, including scheduling internal and external meetings across multiple time zones. Coordinate domestic and international travel, including flights, accommodations, ground transportation, and meeting logistics. Prepare detailed travel itineraries and ensure all arrangements are executed seamlessly, anticipating changes and resolving issues as they arise.

Communication and Correspondence

Serve as the primary point of contact between the CEO and internal leaders, clients, board members, and external partners. Manage incoming and outgoing correspondence, emails, and phone calls on behalf of the CEO with professionalism, accuracy, and discretion. Exercise strong judgment in prioritizing communications and determining appropriate responses or escalation.

Meeting, Board, and Presentation Preparation

Prepare meeting agendas, briefing materials, and executive level presentations. Support board of directors and executive committee meetings by coordinating schedules, preparing materials, distributing documentation, and managing follow up actions.

Financial and Expense Management

Prepare, review, and submit executive expense reports, ensuring accuracy and compliance with firm policies and financial controls. Maintain awareness of internal policies and regulatory considerations related to expenses and reimbursements within a financial services environment.

Document and Information Management

Organize, maintain, and retrieve critical documents, files, and records, ensuring accuracy and confidentiality. Handle highly sensitive information related to clients, financial performance, personnel matters, and strategic initiatives with the utmost discretion and professionalism.

Executive Support and Relationship Management

Assist with special projects and strategic initiatives as assigned, conducting research, gathering data, and preparing summaries or reports as needed. Support the CEO in prioritizing tasks and managing time effectively, identifying opportunities to improve workflow, efficiency, and productivity. Build and maintain strong working relationships with senior leaders, clients, and external partners, serving as a trusted representative of the CEO.

Qualifications

• Bachelor’s degree or equivalent experience required
• 10 or more years of experience as an Executive Assistant supporting senior executives, preferably a CEO or C suite leader
• Experience in financial services or another highly regulated professional environment strongly preferred
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Exceptional organizational, time management, and problem solving skills
• Strong written and verbal communication skills with executive presence
• Ability to work independently, anticipate needs, and exercise sound judgment
• High level of discretion, integrity, and trustworthiness