Executive Assistant

Key Responsibilities Manage and prioritize the CEO's calendar, appointments, meetings, scheduling needs, and commitments. Prepare the CEO for upcoming meetings by organizing materials, information, priorities, and follow-up items. Attend meetings alongside the CEO, take clear notes, and track decisions, action items, deadlines, and commitments. Follow up with leadership, employees, vendors, clients, and external contacts to ensure outstanding items are completed. Manage executive correspondence and communications, including drafting emails, meeting materials, and other correspondence. Coordinate communication between the CEO, leadership team, employees, and key external contacts. Assist with executive-level projects, company initiatives, travel, and other business or personal administrative needs as assigned. Anticipate the CEO's needs, identify issues before they become problems, and bring solutions rather than waiting for direction. Use sound judgment to determine what can be handled independently and what requires the CEO's attention. Protect confidential business, executive, and client information with the highest level of discretion. Maintain strong systems for tracking assignments, deadlines, and follow‑up so priorities move from conversation to completion. Client Meeting & Financial Process Support Attend client meetings with the CEO and support the administrative and operational work that results from those meetings. Learn the firm's financial industry processes, terminology, systems, paperwork, and documentation requirements. Prepare and help complete paperwork and documentation related to client meetings and financial transactions. Coordinate required signatures, supporting documents, and outstanding client information. Track client‑related action items and help ensure paperwork and follow‑up are processed accurately and in a timely manner. Work with internal team members to help move client business through the appropriate process after meetings. Maintain accurate, organized client documentation while following firm procedures and compliance requirements. Required Experience & Qualifications Minimum of 10 years of direct experience supporting a founder, CEO, president, or comparable senior executive. Experience supporting a successful business owner, entrepreneur, or executive in a high‑performing organization. Proven experience managing complex executive calendars, meetings, correspondence, travel, and follow‑up. Exceptional organization, attention to detail, and ability to manage multiple priorities at once. Strong written and verbal communication skills and the ability to represent the CEO professionally. Strong independent judgment, problem‑solving ability, and confidence making decisions within the scope of the role. High level of professionalism, confidentiality, discretion, dependability, and accountability. Ability to adapt quickly when priorities change while remaining calm and solution‑oriented. Comfort receiving direct, constructive feedback and respectfully pushing back when appropriate. Strong Microsoft Outlook, Word, Excel, and Microsoft 365 skills; comfortable learning new technology and systems. Ability and willingness to learn financial services processes, client paperwork, and industry terminology. Familiarity with EOS (Entrepreneurial Operating System) is a plus. What We’re Looking For The ideal candidate is polished, proactive, highly organized, emotionally steady, and always thinking several steps ahead. They should be comfortable working closely with a driven, fast-moving CEO, handling changing priorities, and taking ownership without needing repeated reminders or reassurance. We are looking for someone who understands how to become a true executive partner—not simply someone who completes assigned tasks. This person should learn the CEO’s working style, anticipate what needs to happen next, communicate clearly, follow through consistently, and make the CEO’s day easier and more effective. This position requires at least 10 years of direct experience supporting a founder, CEO, president, or comparable senior executive. General administrative assistant, receptionist, office coordinator, or entry-level Executive Assistant experience does not meet the experience requirement for this opportunity. #J-18808-Ljbffr