Executive Assistant

Job Description

Job Summary

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The Executive Assistant to the CEO serves as a primary strategic partner and operational anchor to the Chief Executive Officer. This high-impact role provides proactive, high-level administrative, operational, and project management support, ensuring the CEO’s time is leveraged efficiently to advance company goals. Acting as an essential extension of the Executive Office, the Executive Assistant manages executive workflows, coordinates cross-functional initiatives, facilitates leadership communications, and ensures seamless day-to-day operations. This position requires exceptional judgment, adaptability, discretion, and the ability to operate autonomously in a fast-paced executive environment. In addition to primary support for the CEO, this individual will work closely with the VP, Legal on executive legal matters; therefore, a legal background is highly preferred and viewed favorably.

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Supervisory Responsibilities

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• None.
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Duties/Responsibilities

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• Executive Support to the CEO
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• Architect and manage the CEO’s complex, shifting calendar; evaluate and prioritize incoming meeting requests, resolve scheduling conflicts proactively, and protect dedicated focus time for key priorities.
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• Design and coordinate end-to-end domestic and international travel itineraries—including flights, ground transportation, accommodations, dining reservations, visas, and detailed daily briefing packets.
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• Track, compile, reconcile, and submit executive expense reports and corporate credit card statements in accordance with company policy and financial deadlines.
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• Act as the primary liaison and ambassador for the CEO’s office, screening inquiries, triaging urgent matters, and managing high-stakes communications with internal teams, clients, investors, and external partners.
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• Ensure the CEO is thoroughly prepared for all engagements by assembling briefing materials, agendas, research dossiers, and presentations. Attend select meetings to capture action items, document key decisions, and track deliverables through completion.
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• Draft, edit, and proofread high-level communications, including internal company-wide announcements, executive memos, stakeholder updates, keynote presentations, and personal correspondence.
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• Monitor, filter, and prioritize the CEO’s inbox, highlighting urgent items, drafting responses, and routing matters to appropriate department heads when direct CEO intervention is not required.
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• Facilitate information flow between the CEO and the broader Senior Leadership Team (SLT) to maintain operational alignment across departments.
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• Project Management
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• Spearhead and track special operational projects and strategic initiatives originating from the Executive Office, ensuring milestones are achieved on schedule.
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• Plan and execute executive events, all-hands meetings, client dinners, and executive retreats from venue sourcing through day-of facilitation.
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• Coordinate cross-functional deliverables, collaborating with department heads (Finance, HR, Operations, Legal) to gather data and compile executive reports.
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• Other Duties
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• Performs other duties as assigned.
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Required Skills/Abilities

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• Administrative & Organizational Skills
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• Excellent organizational skills and attention to detail, with the ability to multitask in a fast-paced environment.
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• Superior verbal and written communication skills, with the ability to draft professional business correspondence.
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• High level of integrity and discretion in handling confidential information (e.g., payroll, strategic plans, legal matters).
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• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint) and expense management software.
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• Notary Public commission is a plus.
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Education and Experience

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• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
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• Minimum of 7+ years of experience supporting C-Level executives required.
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• Experience in a financial services or regulated industry is a plus.
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• Experience in corporate legal support strongly preferred.
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Physical Requirements

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• Prolonged periods of sitting at a desk and working on a computer.
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• Must be able to lift 15 pounds at times.
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