Executive Assistant to the CEO

About the role

The Executive Assistant to the Chief Executive Officer is a strategic partner who ensures the smooth and efficient operation of the CEO’s office. This highly visible role provides advanced administrative and organizational support, serving as a central coordination point for executive meetings, communications, and events. The ideal candidate is proactive, detail-oriented, demonstrates discretion, and thrives in a fast-paced, mission-driven environment. Occasional early morning, evening, or offsite work may be required to support executive events and travel.

Responsibilities

• Executive and Organizational Support for CEO and Chief of Staff
  • Manage and maintain the CEO’s daily and weekly schedule, including appointments, internal and external meetings, and travel arrangements
  • Monitor and triage CEO’s inbox, proactively flagging priority communications and requests that require action or follow-up
  • Provide advanced PowerPoint support, including formatting, updating, and finalizing presentation materials under tight deadlines
  • Prepare and distribute a weekly executive schedule and ensure all related materials are organized and accessible
  • Prepare the CEO with the necessary materials and briefings ahead of key meetings, requiring coordination across teams
  • Coordinate and compile materials for the CEO’s weekend review book and other executive reference documents
  • Work closely with the Chief of Staff to execute on the CEO’s priorities, ensure follow-through of key action items, and drive important initiatives forward
  • Maintain and update the organization’s year-at-a-glance calendar of major meetings, events, and milestones
  • Route incoming calls, inquiries, and speaking requests to the appropriate internal teams
  • Transcribe and type CEO notes, investment observations, and meeting summaries as needed
  • Anticipate the CEO’s needs, proactively identifying issues and ensuring appropriate follow-up before requests are made
  • Build and maintain strong working relationships with other executive assistants to ensure effective cross-office coordination and communication
• UTIMCO-Wide Meeting and Event Coordination
  • Provide on-site support for key events and anticipate executive needs during live meetings and travel
  • Plan and execute monthly All-Hands meetings, annual Town Hall meeting, and CEO’s holiday dinner
  • Provide support for Leadership Team meetings, Senior Management Offsites, Semi-Annual Reviews, and Quarterly and Monthly 1-on-1s
• Travel and Expense Management
  • Research and coordinate travel options including flights, accommodations, and ground transportation
  • Prepare and submit travel authorization forms and reconcile travel-related expense reports promptly and accurately
  • Maintain discretion when handling all travel details and logistics
• Reporting and Administrative Tasks
  • Print and distribute monthly performance reports and other key management reports as requested
  • Maintain accurate electronic and paper filing systems for CEO Office
  • Provide backup support to other executive administrative staff as needed
  • Ensure confidentiality when handling executive correspondence and personnel or board-related documents

Requirements

• Bachelor’s degree preferred or equivalent combination of education and experience
• Minimum of five years of executive-level administrative support, ideally within financial services, investments, or a professional corporate environment
• Demonstrated experience planning and executing meetings, conferences, or corporate events
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Excel, Word)
• Ability to operate with a high degree of autonomy and minimal daily interaction with the CEO due to meeting and travel demands

Schedule

This role requires in-office work 4 days a week, Monday through Thursday.