Premier institutional investment organization is seeking an experienced Executive Assistant to support the CEO in a fast-paced, highly confidential environment. Firm offers exceptional benefits: 100% employer paid Medical, Dental, and Vision plans, generous 8.5% employer retirement contribution, paid park, gym, 1 remote day per week plus 6 additional weeks throughout the year.
Responsibilities
Manage and coordinate the CEO's complex calendar, including meetings, appointments, travel, and executive priorities.
Prepare and distribute the CEO's weekly schedule, ensuring all meeting materials and supporting documents are organized and readily available.
Maintain the organization's annual executive calendar, tracking key meetings, events, deadlines, and strategic milestones.
Compile and coordinate the CEO's weekend briefing book and other executive reference materials.
Screen and route incoming calls, correspondence, inquiries, and speaking requests to the appropriate internal stakeholders.
Draft, transcribe, and format executive notes, investment observations, meeting summaries, and correspondence.
Anticipate executive needs by proactively identifying priorities, resolving issues, and ensuring timely follow-up.
Build strong working relationships with executive assistants and senior leaders to facilitate seamless communication and cross-functional coordination.
Provide on-site executive support during meetings, events, and business travel.
Plan and coordinate company-wide events, including monthly All Hands meetings, the annual Town Hall, and the CEO's holiday dinner.
Support Leadership Team meetings, Senior Management Offsites, Semi-Annual Reviews, Quarterly Business Reviews, and recurring executive one-on-one meetings.
Research, coordinate, and book domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.
Prepare travel authorizations and reconcile executive expense reports accurately and in a timely manner.
Handle sensitive travel arrangements and executive preferences with the highest level of discretion and confidentiality.
Prepare, print, and distribute monthly performance reports and other executive management reports.
Maintain organized electronic and physical filing systems for the CEO's Office and executive records.
Provide backup support for executive administrative staff to ensure continuity of operations.
Handle confidential correspondence, personnel information, board materials, and other sensitive documents with professionalism and discretion.
Requirements
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)
Numbers & Facts
Location
Austin, TX
Skills
Business Continuity Planning (BCP)unmatched
Communication Skillsunmatched
Conferencesunmatched
Cross-Functionalunmatched
Establish Prioritiesunmatched
Executive Assistant Skills unmatched
Executive Relationshipsunmatched
Expense Reportsunmatched
Financial Servicesunmatched
Leadershipunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft PowerPointunmatched
Microsoft Wordunmatched
On Site Supportunmatched
Organizational Skillsunmatched
Performance Analysisunmatched
Plan Meetingsunmatched
Presentation/Verbal Skillsunmatched
Problem Solving Skillsunmatched
Reconciliationunmatched
Telephone Skillsunmatched
Time Managementunmatched
Travel Planningunmatched
Willing to Travelunmatched
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