Executive Assistant To The Chief Executive OfficerThe 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.Overall Responsibilities:Executive and Organizational Support for CEO and Chief of StaffManage and maintain the CEO's daily and weekly schedule, including appointments, internal and external meetings, and travel arrangementsMonitor and triage CEO's inbox, proactively flagging priority communications and requests that require action or follow-upProvide advanced PowerPoint support, including formatting, updating, and finalizing presentation materials under tight deadlinesPrepare and distribute a weekly executive schedule and ensure all related materials are organized and accessiblePrepares CEO with the necessary materials and briefings ahead of key meetings, which requires coordination across teamsCoordinate and compile materials for the CEO's weekend review book and other executive reference documentsWork closely with the Chief of Staff to execute on the CEO's priorities, ensure follow-through of key action items, and drive important initiatives forwardMaintain and update the organization's year-at-a-glance calendar of major meetings, events, and milestonesRoute incoming calls, inquiries, and speaking requests to the appropriate internal teamsTranscribe and type CEO notes, investment observations, and meeting summaries as neededAnticipate the CEO's needs, proactively identifying issues and ensuring appropriate follow-up before requests are madeBuild and maintain strong working relationships with other executive assistants to ensure effective cross-office coordination and communicationUTIMCO-Wide Meeting and Event CoordinationProvide on-site support for key events and anticipate executive needs during live meetings and travelPlan and execute monthly All-Hands meetings, annual Town Hall meeting, and CEO's holiday dinnerProvide support for Leadership Team meetings, Senior Management Offsites, Semi-Annual Reviews, and Quarterly and Monthly 1-on-1sTravel and Expense ManagementResearch and coordinate travel options including flights, accommodations, and ground transportationPrepare and submit travel authorization forms and reconcile travel-related expense reports promptly and accuratelyMaintain discretion when handling all travel details and logisticsReporting and Administrative TasksPrint and distribute monthly performance reports and other key management reports as requestedMaintain accurate electronic and paper filing systems for CEO OfficeProvide backup support to other executive administrative staff as neededEnsure confidentiality when handling executive correspondence and personnel or board-related documentsRequirements:Bachelor's degree preferred or equivalent combination of education and experienceMinimum of five years of executive-level administrative support, ideally within financial services, investments, or a professional corporate environmentDemonstrated experience planning and executing meetings, conferences, or corporate eventsAdvanced 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 demandsNOTE: This role requires in-office, 4 days a week, Monday thru Thursday.