The Executive Personal Assistant to the CEO of a financial firm serves as a trusted right hand, managing high-level administrative and personal responsibilities with precision and discretion. From orchestrating complex calendars, commercial and private travel arrangements, to handling confidential communications and special projects, this role requires a proactive problem-solver who thrives in a fast-paced environment. The ideal candidate is highly organized, adaptable, and always one step ahead, ensuring the CEO can focus on strategic priorities while seamlessly managing both professional and personal commitments.

Responsibilities

• Manage, maintain, and oversee the daily, weekly, and long-term schedule for the CEO.
• Strategically schedule meetings with the internal team and the CEO.
• Manage the company’s Corporate Calendar, foreseeing any conflicts for the large weekly meetings.
• Facilitate onsite meetings, greet guests, and coordinate lunches.
• Book appointments and travel arrangements for the CEO and family members.
• Plan domestic & international business trips and personal vacations.
• Create complex travel itineraries with drivers, greeters, and hotel information, ensuring an error-free travel experience. Retrieve charter quotes and options.
• Leverage concierge resources and consistently check restaurants for cancellations.
• Regularly make calendar hotel reservations and plan for trips.
• Build good relationships with restaurant managers to make dining reservations.
• Arrange and coordinate meetings and events, business and personal.
• Work with the office manager on Zoom links and presentation materials for meetings.
• Schedule vendors to work on the CEO’s residence and prepare for seasonal changes.
• Pay all personal bills, insurance policies, and submit medical claims for payment.
• Support the CEO’s spouse with planning business trips, organizing dining, and travel lists.
• File and retrieve documents and reference materials.
• Prepare and submit monthly expense reports.
• Other personal and business errands as needed.

Ideal Experience

• Bachelor’s degree preferred.
• 7-10 years of Personal Executive Assistant experience, preferably in financial or professional services.
• Experience with private travel preferred.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook.
• Experience in scheduling travel, both domestic and international.
• Must be willing to travel as needed.
• Extremely organized and detail-oriented, with an unwavering commitment to accuracy.
• Strong initiative and ownership of responsibilities – must demonstrate a proactive and positive approach.

Up to $150,000 salary per year (based on experience)