Executive Assistant to the Chief Executive Officer

Overview

We are a boutique financial services firm located in Orange County, California, serving high-net-worth and sophisticated clients. Our team is committed to providing an exceptional client experience while maintaining the highest standards of professionalism and discretion.

Position Summary

The Executive Assistant provides executive support in a one-on-one working relationship, primarily to the CEO and secondarily to the COO. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO.

The primary function of this role is to support and leverage the efforts of the CEO, partnering with him in all matters, meetings and events involving clients, prospects and his leadership of the company. The Executive Assistant also organizes and coordinates executive outreach and serves as a liaison to the Advisory Board and Senior Management Teams.

The Executive Assistant must be resourceful and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a variety of activities and confidential matters with discretion.

Responsibilities

Executive Support

• Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments, composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the CEO, with Advisory Board Members, staff, and others on matters related to the CEO's initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of issues taking place in the environment and keeping the CEO updated.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Personal Assistance

• Miscellaneous tasks as requested (doctor's appointments, house needs, family assistance).
• Assist with personal initiatives as requested; Wheatstone, political activities, etc.

Other duties as required; responsibilities and activities may change at any time, with or without notice.

Position Requirements

• 5-10 years of experience supporting C-Suite Executives, preferably in a financial services organization.
• BA / BS degree in Business, Finance or related field.
• Willingness to pursue industry licenses and designations as directed.
• Strong organizational skills with excellent attention to detail and the ability to manage multiple tasks.
• Excellent interpersonal skills and the ability to build relationships with staff, advisory board members, external partners and clients.
• Expert written and verbal communication skills.
• Proficiency in Microsoft Office, Adobe and CRM systems.
• Proactive multi-tasking, problem-solving, and decision-making capability.
• Experience with recordkeeping and documenting procedures and paper trails.
• Ability to handle sensitive data with discretion, tact, diplomacy, and a courteous demeanor.
• Strong attention to detail and ability to prioritize and meet deadlines.
• Positive attitude, excellent customer service, initiative, critical thinking, flexibility, accountability.
• Ability to work autonomously and perform well under pressure.
• Proficiency in technology and troubleshooting.
• Strong negotiation and decision-making skills.
• Willingness to travel occasionally.

Working Conditions

Physical Demands

The role is professional services oriented; occasional standing, walking, sitting, handling objects, reaching with hands and arms, climbing stairs, balancing, stooping, kneeling or crouching. Occasional lifting up to 25 pounds. Vision requirements include close, distance, color, peripheral vision, depth perception, and the ability to adjust focus.

Standard professional corporate environment with offices, meeting spaces, and standard temperature / noise levels.

Pay

Pay: $80,000.00 - $90,000.00 per year

Benefits

• 401(k)
• Medical Insurance
• Health insurance
• Paid time off
• Vision insurance