Executive Assistant to CEO/CIO of Investment Management Firm

This role is ideal for a polished, proactive professional who excels at anticipating needs, managing complex schedules, and handling sensitive information with discretion. The Executive Assistant will serve as a trusted partner to a high-profile executive with frequent travel, media commitments, and client-facing responsibilities.

About the Role

Executive Support

• Manage and maintain the CEO/CIO’s complex calendar, ensuring accuracy and seamless coordination of in-person and virtual meetings (Teams, Zoom, etc.).
• Anticipate executive needs by proactively gathering reports, data, and materials in advance of meetings and engagements.
• Coordinate all aspects of domestic and international travel, including itineraries, logistics, and real-time adjustments.
• Prepare, organize, and distribute meeting materials and briefing documents.
• Schedule and coordinate meetings with clients, internal stakeholders, and external partners.
• Track priorities, deadlines, and follow-ups to ensure nothing falls through the cracks.

Media & External Coordination

• Communicate and maintain a weekly media schedule, updating as needed.
• Collaborate closely with an external public relations firm to coordinate media appearances, logistics, and scheduling.

Office & Operations Support

• Manage executive expenses and expense reporting.
• Provide general office management support, including supplies and vendor coordination.
• Assist with event planning and coordination, including client events and internal meetings.
• Handle highly confidential, personal, and sensitive information with professionalism and discretion.
• Support occasional personal or sensitive business matters as needed.

About You

• 5+ years of experience supporting senior executives, preferably in finance, investment management, or a high-growth professional services environment.
• Bachelors degree preferred.
• Exceptional organizational skills with the ability to manage competing priorities and shifting deadlines.
• Highly proactive with strong anticipation skills and a sense of urgency.
• Demonstrated ability to handle private and sensitive information with the utmost discretion.
• Strong written and verbal communication skills; polished and professional demeanor.
• Detail-oriented with excellent follow-through and accountability.
• Comfortable working in a fast-paced, evolving environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Competitive salary; medical, dental, and vision insurance; 401(k); paid time off.

Hours: Full-time, standard business hours in the Scottsdale office, with flexibility to support time-sensitive matters and travel-related needs.