Executive Assistant

This role is for a high-level C-Suite Executive Assistant supporting the CEO of a top  financial services office. The position demands mastery of the Microsoft Suite (Excel, Outlook, Word, PowerPoint, Copilot) and Adobe, exceptional prioritization and time management skills, and a deep understanding of financial services. The Executive Assistant will act as a strategic partner, ensuring the CEO’s time is optimized for profitability and personal balance, while maintaining the highest standards of client satisfaction and organizational accountability.

Detailed Job Description

Role Overview

The Executive Assistant serves as the strategic backbone of the CEO’s office, enabling the executive to focus on high-value initiatives and client relationships. This role goes beyond traditional administrative support, functioning as a trusted advisor, project coordinator, and accountability partner. The assistant ensures seamless operations across executive priorities, client interactions, and team deliverables.

Key Responsibilities

Daily Executive Alignment

• Conduct a 15-minute morning download meeting to prepare the CEO for the day.

• Lead a 10-minute end-of-day capstone to review progress and set next steps.

• Facilitate a 1-hour Friday recap to forecast priorities and align resources.

Meeting Management

• Draft pre-meeting agendas, capture detailed notes, and prepare post-meeting summaries.

• Track follow-ups and ensure accountability across executive team members.

• Attend high-level client meetings to document discussions and support client satisfaction.

• Review and format JUMP notes to executive standards for dissemination.

Executive Team Meetings

• Draft and circulate agendas in advance, ensuring alignment with CEO priorities.

• Collect and organize briefing materials, financial reports, and departmental updates.

• Capture comprehensive notes, highlighting key decisions, action items, and deadlines.

• Prepare polished summaries for CEO and executive team distribution.

• Maintain a rolling log of follow-ups to ensure accountability across meetings.

• Provide reminders and status updates to executives ahead of subsequent meetings.

Task & Accountability Oversight

• Communicate executive directives to departments and monitor progress.

• Report completion, in-progress status, and resource needs back to the executive team.

• Hold executive team members accountable for timely task completion.

• Prioritize ad hoc requests from the CEO and executive team.

Calendar & Time Management

• Manage non-client meeting requests to protect executive time blocks.

• Ensure optimal scheduling for peak efficiency and strategic focus.

Data & Reporting

• Assist with budget analysis preparation and formatting.

• Format executive reports for board and leadership meetings.

• Summarize large datasets into concise executive-ready reports for decision-making.

Email Management

• Review and categorize incoming emails:

• Summarize large volumes of email data into concise daily reports for the CEO.

• Track response deadlines and escalate urgent matters.

• Maintain a record of delegated communications to confirm completion and accountability.

Efficiency & Strategic Support

• Keep the CEO on task, maximizing efficiency and productivity.

• Ensure executive goals are met: reclaiming time for profitable pursuits and family priorities.

Required Skills & Qualifications

• Technical Expertise: Advanced proficiency in Microsoft Suite (Excel, Outlook, Word, PowerPoint, Copilot) and Adobe.

• Financial Acumen: Strong understanding of financial services operations and terminology.

• Organizational Mastery: Proven ability to prioritize tasks, manage executive and team time, and coordinate complex workflows.

• Communication Skills: Exceptional written and verbal communication, with the ability to represent the CEO’s voice.

• Professional Presence: High emotional intelligence, discretion, and ability to operate at the highest levels of client and executive interaction.

• Experience: Minimum 8–10 years supporting C-Suite executives, preferably within financial services or professional services firms.

Candidate Profile

The ideal candidate for this role will embody the following qualities and experiences:

Professional Background

• Experience: 8–10+ years supporting C-Suite executives, preferably within financial services, investment management, or professional services.

• Industry Knowledge: Strong understanding of financial services operations, terminology, and client expectations.

• Technical Skills: Advanced proficiency in Microsoft Suite (Excel, Outlook, Word, PowerPoint, Copilot) and Adobe.

Core Competencies

• Strategic Thinking: Ability to anticipate executive needs, prioritize tasks, and align resources to maximize efficiency.

• Organizational Mastery: Proven track record of managing complex schedules, workflows, and competing priorities.

• Communication Excellence: Exceptional written and verbal communication skills, with the ability to draft correspondence in the CEO’s voice and maintain professional presence in client-facing settings.

• Accountability Leadership: Skilled at holding executive team members to deadlines and ensuring follow-through on commitments.

• Analytical Acumen: Comfortable preparing budget analyses, formatting reports, and summarizing large datasets into actionable insights.

• Personal Attributes

• Discretion & Integrity: Trusted to handle sensitive information with the highest level of confidentiality.

• Emotional Intelligence: Adept at navigating high-pressure environments with poise, empathy, and professionalism.

• Client-Centric Mindset: Committed to supporting the CEO in delivering exceptional client satisfaction.

• Efficiency-Driven: Passionate about optimizing executive time, enabling focus on profitable pursuits and family priorities.

• Presence: Polished, confident, and capable of representing the CEO and firm at the highest levels.