Executive Assistant to the CEO

Job Description

Job Description

Description:

The Executive Assistant serves as a strategic partner to the CEO of a registered investment advisor (RIA) firm, supporting leadership across corporate initiatives, advisor team management, investment committee activities, and firm-wide projects. This role functions as an operational integrator—driving execution, coordinating cross-departmental work, and ensuring strategic priorities move forward.

The position requires strong project management capability, organizational leadership, sound judgment, and the ability to manage complex workflows in a fast-paced environment.

Key Responsibilities:

Executive Operations

• Coordinate executive priorities, timelines, and cross-functional workflows.
• Prepare executive materials including agendas, summaries, and project updates.
• Serve as a central communication hub between the CEO and internal/external stakeholders.
• Maintain alignment across initiatives, ensuring follow-through and accountability.

Advisor Team Coordination

• Support CEO oversight of the advisor team through structured communication, meeting coordination, and initiative tracking.
• Organize advisor-related projects, training efforts, and strategic priorities.
• Facilitate coordination between advisors and operations, compliance, research, and marketing.

Investment Policy Committee Support

• Manage IPC meeting logistics, materials, agendas, and follow-up actions.
• Track investment-related initiatives, approvals, and implementation timelines.
• Coordinate communication between leadership, research, compliance, and portfolio teams.

Project Management & Strategic Initiatives

• Drive execution of firm-wide projects and strategic initiatives.
• Build and maintain project plans, timelines, deliverables, and accountability structures.
• Monitor progress, identify bottlenecks, and ensure alignment with organizational goals.
• Support operational improvements, technology implementations, and workflow redesigns.

Marketing & Business Development Coordination

• Coordinate executive-level marketing initiatives, events, webinars, and communications.
• Support content development, messaging consistency, and cross-team collaboration.
• Assist with materials for business development and industry relationships.

Organizational Coordination

• Track deadlines, approvals, and cross-departmental initiatives requiring CEO oversight.
• Maintain organized documentation, project tracking systems, and process workflows.
• Identify opportunities to improve communication, coordination, and operational efficiency.

Qualifications

• Bachelor’s degree preferred; relevant experience considered.
• 5+ years in executive support, operations, or project management (financial services preferred).
• Strong project management, organizational, and communication skills.
• Ability to manage multiple priorities and operate independently.
• Proficiency with Microsoft Office, CRM systems, and collaboration tools.
• High discretion and professionalism.

Preferred Experience

• Supporting senior executives or leadership teams.
• Experience in wealth management, investment management, or RIA operations.
• Cross-departmental project coordination.
• Familiarity with investment committees, advisor workflows, or strategic planning.
• Experience with Salesforce or similar CRM/project management platforms.

Core Competencies

• Executive presence
• Project management & accountability
• Strategic thinking
• Cross-functional coordination
• Communication & relationship management
• Problem-solving & adaptability
• Confidentiality & discretion
• Process orientation