Executive Assistant to the COO

Job Description

Job Description

Steele Recruiting LLC is a premier retained executive search firm headquartered in Minneapolis, Minnesota, specializing in the permanent placement of Executive Assistants, Chiefs of Staff, Personal Assistants, and executive support professionals who partner with C-suite and senior leadership teams across the United States.

With nearly 20 years of experience, we have earned a reputation for delivering exceptional talent with professionalism, discretion, and the highest level of confidentiality for every client and candidate.

We are currently partnering with our valued client, Capstone Investment Advisors , in the search for an Executive Assistant to the COO. This is a fully remote job, supporting an Executive in the CST zone in the US.

Capstone Investment Group, LLC is a relationship-driven registered investment advisory firm focused on providing disciplined investment management and comprehensive financial planning. With decades of experience across multiple market environments, they focus on helping clients navigate financial complexity through thoughtful planning, active portfolio management, and ongoing review to ensure they remain aligned with individual goals, risk tolerance, and time horizons.

Capstone places high value on personal relationships, taking time to understand each client's goals, values, and generational planning needs. Rooted in the communities they serve, their collaborative team works to help individuals and families grow, protect, and manage wealth through life's seasons so as to live with confidence and improve the quality of life. Capstone serves as a fiduciary and takes its responsibility to act in clients' best interests seriously.

Capstone offers investment management, asset protection, comprehensive financial planning, high net worth services, estate planning, and charitable tax strategies.

The Role

• Capstone is seeking a strategic partner who understands that executive support extends well beyond managing calendars and arranging travel. The ideal partner recognizes opportunities before they become problems, develops systems that create efficiency, and protects executive capacity with thoughtful judgment.

• The Executive Assistant becomes the operational hub that connects meetings, priorities, projects, communication, and follow-through across multiple stakeholders while ensuring that the Chief Operating Officer is prepared, informed, and focused on the highest-value work.

• This position requires someone who is equally comfortable handling tactical execution and engaging in thoughtful conversations about business priorities, organizational systems, and strategic initiatives.

What Makes This Opportunity Unique

• While the Executive Assistant is responsible for exceptional executive support, the greater purpose of the position is to protect the COO's most valuable resource: his time and attention.

• Success will be measured by how effectively the Executive Assistant protects focus, filters distractions, anticipates needs, and helps the COO invest his time where it creates the greatest impact.

• Over time, the Executive Assistant becomes an extension of the COO. Working to understand how he thinks, how he makes decisions, and how he prefers to operate. The result is a partnership built on trust that allows the COO to focus on leadership, strategy, and organizational growth while knowing the day-to-day complexity is being managed with sound judgment.

• This role is 100% remote

The Ideal Candidate

• The successful candidate combines executive support expertise with business judgment and operational thinking.

• Rather than simply completing tasks, they understand how organizations function and naturally look for opportunities to improve systems, eliminate inefficiencies, and increase executive effectiveness.

• They thrive in environments where priorities evolve quickly, complexity is constant, and thoughtful decision-making matters.

• Priority will be given to candidates who have demonstrated success supporting a senior executive, founder, business owner, or C-suite leader in a fast-moving, entrepreneurial environment. We are especially interested in individuals who go beyond traditional administrative support and have developed into a trusted executive partner—someone who anticipates needs, exercises sound judgment, creates efficient systems, protects executive focus, and takes ownership of priorities through completion.

  Strong candidates will bring experience managing complex calendars and competing priorities, improving processes, tracking projects and commitments, and working independently with a high degree of discretion and accountability. Experience in financial services, wealth management, professional services, consulting, legal, or another regulated industry is valuable but not required. Experience supporting both business and personal executive needs, working in a remote environment, and partnering closely with one executive over an extended period will also be highly valued.

  This is a fully remote position; however, only candidates currently located in the United States will be considered .

Primary Responsibilities

Executive Partnership

• Serve as the primary strategic administrative partner to the Chief Operating Officer.

• Protect executive capacity by proactively managing competing priorities.

• Exercise sound judgment when evaluating requests for the executive's time and attention.

• Build trusted relationships across both organizations.

Strategic Calendar Management

• Own the executive calendar using thoughtful prioritization rather than reactive scheduling.

• Protect focus time, strategic planning sessions, family commitments, and personal wellness.

• Anticipate scheduling conflicts before they occur.

• Coordinate meetings across multiple stakeholders and organizations.

Executive Communications

• Coordinate communication with executives, advisors, attorneys, accountants, vendors, and external partners.

• Gradually assume responsibility for portions of the executive inbox, including drafting and sending communications on the COO's behalf when appropriate.

• Ensure timely follow-up on commitments and requests.

Travel Coordination

• Independently coordinate complex domestic travel.

• Coordinate commercial travel while partnering with other executive assistants regarding private aviation logistics.

• Manage travel changes proactively and efficiently.

Meeting Preparation & Follow-Through

• Prepare agendas, briefing materials, supporting documentation, and meeting logistics.

• Capture decisions, action items, Rocks, and accountability commitments.

• Monitor follow-up through completion.

• Leverage AI meeting technology appropriately while maintaining compliance standards.

Project Management

• Track organizational priorities using the Entrepreneurial Operating System (EOS).

• Monitor Rocks, quarterly priorities, and executive commitments.

• Ensure accountability across departments.

• Support ongoing operational improvements and documentation of repeatable processes.

Personal Executive Support

• Coordinate personal appointments and scheduling.

• Maintain awareness of the executive's family calendar.

• Communicate schedule changes and travel updates with COO's spouse when appropriate.

• Handle personal matters with complete confidentiality and professionalism.

Competencies and Skills

• Exceptional Judgment - Makes sound decisions independently and knows when to elevate issues.

• Business Acumen - Quickly understands organizational priorities and routes work to the appropriate people.

• Systems Thinking - Creates repeatable processes instead of solving the same problem repeatedly.

• Anticipation – Recognizes executive needs before they are expressed.

• Ownership – Treats responsibilities as personal commitments and follows through completely.

• Attention to Detail – Identifies risks, inconsistencies, and omissions before they become problems.

• Communication – Communicates professionally and confidently with senior executives and external partners.

• Adaptability – Thrives in fast-moving environments where priorities regularly shift.

Preferred qualifications

• Experience supporting executives in financial services, wealth management, legal, consulting, or another highly regulated industry.

• Experience supporting entrepreneurs or working in entrepreneurship.

• Project management

• Familiarity with EOS (Entrepreneurial Operating System) or the ability to quickly learn the framework.

• Experience leveraging AI productivity tools responsibly within compliance requirements.

Education/Experience

• 3-5 years of previous experience supporting senior executives, founders, business owners, or C-suite leaders.

• Demonstrated success managing highly complex executive calendars.

• Excellent written and verbal communication skills.

• Outstanding organizational and project coordination abilities.

• Advanced proficiency with Microsoft 365 and modern productivity software.

• Strong business judgment and decision-making skills.

• Ability to manage confidential information with complete discretion.

• Ability to work independently and make appropriate decisions while working under pressure in a virtual work environment

Compensation:

Capstone Investment Group has established a target salary range of $65,000-$80,000 . The starting salary will be based on the education, experience, and skill set of the individual.

• Medical, Dental, and Vision Insurance

• Employee, Spousal, and Child Life Insurance

• Long-Term Disability Insurance

• Flexible Spending Account (FSA)

• Traditional and Roth 401(k)

• Paid Time Off

• Paid Sick Leave

• Paid Company Holidays

• Paid Discretionary Holidays

• No travel

• Bonus Potential

• Fully Remote-to support an Executive in CST 

• Priority application deadline October 16, 2026

Capstone Investment Group, LLC is committed to complying with all laws prohibiting discrimination in employment and is proud to provide equal employment opportunities to applicants and employees without discrimination based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by local, state, and federal law.