Executive Assistant to CEO
Job Description
Premier institutional investment organization is seeking an experienced Executive Assistant to support the CEO in a fast-paced, highly confidential environment. Firm offers exceptional benefits: 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.
Responsibilities
Requirements
Responsibilities
- 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.
Requirements
- 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)
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