Executive Assistant Job at Chamberlain Group Financial Services in Irvine

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The Executive Assistant provides executive support in a one-on-one working relationship, primarily to the CEO (Mike Kiley) and secondarily to the COO (Dana Kiley). 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 manage a variety of activities and confidential matters with discretion.

• 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.
• Performs other duties and responsibilities as assigned.

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

• Strong work tenure: 5-10 years of experience supporting C‑Suite Executives, preferably in a financial services organization.
• BA/BS degree in Business, Finance or related.
• Willingness to pursue industry licenses and designations as directed.
• Strong attention to detail with ability to organize, prioritize, and manage multiple tasks within set deadlines.
• Platinum-level interpersonal skills and ability to build relationships with stakeholders, including staff, advisory board members, external partners, and clients.
• Expert level written and verbal communication skills.
• Highly proficient in Microsoft Office, Adobe and CRM systems
• Expert at record keeping and documenting procedures and paper trails.
• Ability to use personal discretion to deal with sensitive and confidential data, with tact, diplomacy, and a courteous bedside manner.

Join our prestigious, independent financial services firm based in the Newport Beach/Irvine, CA area. For over 49 years, our boutique practice has delivered tailored wealth management solutions to business owners, ultra-high-net-worth individuals, and their families, with client net worth ranging from $50 million to $5 billion.

We specialize in investment advisory, estate and succession planning, life insurance, executive benefits, and non-qualified plans, with a steadfast commitment to preserving and growing our clients’ wealth across generations. Our firm prides itself on enduring client relationships, exceptional products and services, and a team culture rooted in integrity and stewardship.

Enjoy a vibrant workplace with a collaborative, supportive environment and unique perks that make our corporate culture truly special. Apply today to join a team dedicated to excellence and long-term success.

Seniority level

• Mid‑Senior level

Employment type

• Full‑time

Job function

• Administrative