Onsite, approximately 30 hours per week to start, with a likely opportunity to transition to full-time
Compensation:
Highly competitive and commensurate with experience Position Summary We are a growing, entrepreneurial financial-services organization seeking an exceptional Executive Assistant to work closely with our CEO. The CEO leads a fast-paced business and works with a team of approximately 12 sales professionals, advisors, and support personnel. Other administrative team members handle routine client and operational responsibilities. This role will focus primarily on the
CEO:
his time, communications, priorities, meetings, projects, and follow-through. We are looking for someone who can become a trusted right hand. The successful candidate will learn how the CEO works, anticipate what he needs, exercise independent judgment, and bring structure to a demanding schedule. This person should be comfortable making decisions, solving problems, and respectfully pushing back when priorities need to be clarified. As the company grows, the Executive Assistant will have the opportunity to take on broader responsibility for reporting, processes, and executive operations. Key Responsibilities Executive partnership and priority management Serve as the CEO's primary administrative partner and trusted point of contact. Manage a complex calendar involving clients, team members, business development, travel, events, and strategic priorities. Evaluate requests for the CEO's time and determine what should be scheduled, delegated, handled independently, or redirected. Protect time for preparation, important work, travel, and follow-up. Anticipate conflicts and resolve scheduling issues whenever possible. Communicate professionally on the CEO's behalf while maintaining strong relationships with internal and external stakeholders. Email, communication, and follow-through Organize and prioritize the CEO's inbox, identifying urgent or sensitive matters. Draft polished correspondence and communications in the CEO's voice. Respond independently to appropriate messages when authorized. Track unanswered messages, delegated work, deadlines, and commitments. Prepare meeting materials, presentations, reports, and executive communications. Maintain discretion with confidential business, client, employee, financial, and personal information. Weekly planning and meetings Prepare a weekly briefing covering upcoming meetings, priorities, business opportunities, production activity, decisions, and outstanding follow-up. Meet regularly with the CEO to review priorities and plan the week ahead. Coordinate meetings and prepare agendas, background information, and materials. Attend selected meetings, document decisions and next steps, and follow up with those responsible for completing them. Help ensure important discussions lead to timely action. Reporting and business support Collect and organize information for weekly and monthly production reporting. Help track business-development activity, pipeline information, performance measures, and other priorities identified by leadership. Identify missing information or trends that warrant the CEO's attention. Prepare concise summaries that help the CEO understand where action or a decision is needed. Travel, systems, and special projects Research and coordinate travel, including flights, hotels, ground transportation, itineraries, and changes when plans shift. Help document standard operating procedures, workflows, checklists, and training materials. Identify opportunities to simplify recurring work and improve organization. Coordinate selected company meetings and events. Conduct research and assist with special projects and new initiatives. Assist with select personal matters that affect the CEO's schedule or availability. Qualifications At least five years of experience directly supporting a CEO, founder, senior partner, or similarly demanding executive. Demonstrated ability to manage complex calendars, email, travel, meetings, and competing priorities. Excellent written and verbal communication skills, including the ability to draft correspondence for an executive. Strong judgment, discretion, organization, and attention to detail. Confidence to act independently, solve problems, and respectfully challenge priorities when appropriate. Comfort working with business reports, sales activity, and basic financial information. Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other business technology. Interest in using new tools, including AI, appropriately to improve research, documentation, and productivity. Financial-services experience is helpful but not required. A bachelor's degree is preferred; significant relevant experience may be considered in its place. Work Schedule and Growth Opportunity This is an onsite position beginning at approximately 30 hours per week. The initial focus will be on learning the CEO's business, managing his calendar and communications, establishing a weekly planning rhythm, and ensuring that important commitments receive follow-through. After approximately three months, the CEO and Executive Assistant will review performance, the scope of the position, and business needs to determine whether to transition to 40 hours per week. A full-time schedule is not guaranteed but is likely. We are seeking someone who is comfortable with the initial schedule and interested in moving to full-time as the role grows. For the right person, this is an opportunity to build a long-term working partnership with the CEO and take on increasing responsibility as the company expands.
Pay:
$75,000.00 - $80,000.00 per year Application Question(s): Do you have at least 5 years experience serving as the CEO or high level executive primary administrative partner or chief of staff? Do you have at least 5 years demonstrating ability to manage complex calendars, email, travel, meetings, and competing priorities. Do you have the confidence to act independently, solve problems, and respectfully challenge priorities when appropriate.
