Position Overview
We are a growing financial services firm seeking a highly organized, proactive, and discreet Executive & Personal Assistant to provide comprehensive support directly to our CEO. This is a dual-role position that blends high-level executive support with personal assistance.
The ideal candidate is a resourceful problem-solver who anticipates needs before they arise, communicates with professionalism and confidence, and thrives in a fast-paced environment. Above all, your two primary goals are simple: make the CEO’s life easier and make the CEO more effective in leading this organization.
Role Breakdown
Executive Assistant Responsibilities
• Manage and triage the CEO’s email inbox — draft responses, flag priorities, and ensure nothing falls through the cracks
• Own the CEO’s calendar: schedule, coordinate, and confirm meetings across internal teams, board members, clients, and external partners
• Plan and book all business travel including flights, hotels, ground transportation, and detailed itineraries
• Track and reconcile business expenses, prepare expense reports, and ensure timely reimbursement
• Maintain and manage a prioritized to-do list for the CEO, following up on outstanding action items and deadlines
• Prepare meeting agendas, briefing materials, and summaries; take notes and distribute action items after key meetings
• Serve as a gatekeeper and first point of contact — professionally managing communications on behalf of the CEO
• Coordinate with senior leadership, department heads, and board members on scheduling and logistics
• Research and prepare background information, reports, or presentations as needed for meetings and decisions
• Support internal communications and ensure the CEO is prepared for every engagement
Personal Assistant Responsibilities
• Run personal errands as needed (dry cleaning, deliveries, appointments, purchases, etc.)
• Manage personal travel arrangements including family trips and personal reservations
• Coordinate personal appointments — medical, wellness, home services, and more
• Assist with children (2)
• Research and manage personal projects, purchases, gifts, and event planning
• Assist with household management tasks and vendor coordination as directed
Qualifications
Required
• 3+ years of experience in an executive assistant or similar role
• Exceptional organizational skills with a proven ability to manage competing priorities in a fast-moving environment
• Outstanding written and verbal communication skills — professional, polished, and concise
• High proficiency with email and calendar management tools (Microsoft Outlook)
• Strong attention to detail, particularly when managing schedules, travel, and expenses
• Discretion and confidentiality — this role involves access to sensitive business and personal information
• Ability to anticipate needs and act proactively without waiting for direction
• Reliable, flexible, and available to handle time-sensitive matters outside of standard hours when needed
Preferred
• Experience supporting a C-suite executive at a financial services, investment, wealth management, or related firm
• Familiarity with financial concepts, industry terminology, or regulatory environment
• Experience with expense management tools (Concur, Ramp, or similar)
• Experience booking complex domestic and international travel arrangements
• Experience organizing small events
What Success Looks Like
In this role, success means the CEO can focus entirely on leading the business — confident that everything behind the scenes is handled with precision and care. You will be measured by:
• Responsiveness:
Nothing slips. Emails are managed, meetings are prepared for, and deadlines are never missed.
• Anticipation:
You identify needs before they become problems and bring solutions, not just issues.
• Trust:
You handle sensitive information with complete discretion and act as a trusted extension of the CEO.
• Efficiency: