Job Description:

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.

Overall 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
  • Prepares CEO with the necessary materials and briefings ahead of key meetings, which may require 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

NOTE: This role requires in-office, 4 days a week, Monday thru Thursday.

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