Executive Assistant to Chief Executive Officer
About the CompanyOur client, a highly-regarded investment management firm is hiring an Executive Assistant to their beloved CEO. This on-site position blends tactical calendar, event, travel and inbox management alongside interesting projects and the opportunity to develop the role.About the RoleResponsibilities include:Managing executive calendar and all related communications, including advance email confirmations;Maintaining and updating the CRM with rich contact profiles (board affiliations, personal details, and relationship context) for the CEO's network;Proactively briefing the CEO before meetings with background intel and suggested follow-up questions to deepen relationships.Maintaining composed and adaptable demeanor amid frequent, fast-moving calendar changes;Managing multiple inboxes, calendars, and C-suite contacts simultaneously;Maintaining a live, running daily tracker of open questions and decision points (travel, priorities, etc.) for the CEO to address ad hoc — cycling unresolved items to the next day.Ensuring the CEO is fully prepared for every meeting by maintaining a running tracker of required materials by meeting type and lead-time deadlines and proactively following up with stakeholders to guarantee timely delivery.Proactively coordinating with in-person tech resources, walking through setup in real time ahead of meetings and webinars to ensure they run on time demonstrating proficiency in Zoom, Teams, and other platforms;Scheduling tech support in advance, managing timely login, storing recordings, and maintaining a running log of all sessions.Assisting with printing and distribution of materials as needed;Quality checking all documents to and from the CEO for grammar, formatting, consistency, and incorporation of requested edits.Coordinating closely with the Executive Initiatives Analyst, serving as backup coverage during absences and tracking, monitoring, and reporting on open project tasks;Noting that project and deliverable management is owned by the Chief of Staff.Managing all travel coordination and expense reporting using online travel tools;Experienced in booking and adjusting travel for multiple stakeholders, navigating last-minute changes (e.g., weather disruptions) with vendor representatives;Proactively anticipating and resolving issues before they escalate.Providing travel coordination and expense report support for the Board Chair in connection with board meetings.Extending VIP-level client service to internal and external stakeholders on behalf of CEO, registering visitors with building security, and setting up rooms as needed;Keeping guests engaged during unexpected delays or schedule shifts, offering consistent and attentive service regardless of a visitor's title or seniority.Supporting the annual client conference end-to-end, collaborating closely with Marketing, Tech, and Office Services team leads;Managing and tracking stakeholders, clients, and action items with strong attention to detail and adaptability;Proofreading and assisting with preparation of the CEO's speeches and notes.Supporting distribution of the annual client letter;Proactively tracking and flagging potential content throughout the year for CEO approval, following up with relevant points of contact for details, and assisting with drafting and proofreading external communications.Coordinating meal ordering for important meetings, balancing quality and presentation with fiscal responsibility;Consistently identifying and executing ways to maximize impact across all projects and deliverables while remaining cost-conscious.Logging meeting information and contacts into Salesforce; prior Salesforce experience preferred.Responsibility for Board meeting contact management.Coordinating with other executive assistants as needed.Requires in-person presence four days per week.QualificationsBachelor’s degree preferred.3+ years of experience in an executive assistant role supporting senior executives.Required SkillsExperienced in supporting and interfacing with VIPs and C-suite executives both internally and externally;Builds strong, collaborative relationships with key stakeholder contacts and executive assistants;Adapts fluidly to varying communication styles, nuances, and direct communication as the situation requires.Self-starter who anticipates needs and proactively drives process improvement and change management;Comfortable serving as the first point of contact for incoming feedback and questions directed to the CEO, collating and coordinating responses in partnership with CEO and relevant stakeholders.Exercises absolute discretion with confidential information at the highest level;Proven track record supporting senior executives with access to sensitive matters;Support relationships of this nature typically span a minimum of 3–5 years.Bring genuine curiosity and interest in understanding the business and how its functions connect to support strategic goals and client needs;Proactively identify and escalate opportunities for increased cross-functional connectivity to reduce silos, in coordination with the Executive Initiatives Analyst and COO.Technically adept and quick to learn new tools;Proficient in Microsoft Suite (Outlook, Teams, Word, Excel, PowerPoint, OneNote, OneDrive), DocuSign, Adobe Pro, Zoom, Concur (or similar expense software), and SharePoint;Salesforce experience preferred, with at least one CRM platform required.Excellent verbal and written communication skills.High attention to detail.Preferred SkillsNone specified.Pay range and compensation packageNot specified.Equal Opportunity StatementOur client is committed to diversity and inclusivity.