Executive Assistant to the CEO - (ZR_24725_JOB)

This is a remote position.

Full time
Fixed schedule: Monday - Friday 6AM - 3PM MST with an hour unpaid break


TITLE: Virtual Executive Assistant to the CEO LOCATION: VirtualREPORTING: CEO

JOB PURPOSE: Why does the role exist?

The Executive Assistant (EA) to the CEO is a trusted and high-impact member of the
Business Services Team, responsible for delivering exceptional administrative, operational, and strategic support. This role ensures the CEO’s time, priorities, and communications are managed with precision, enabling focused leadership and timely decision-making across
the organization. As a key liaison and workflow coordinator, the EA will oversee complex scheduling, inbox management, meeting preparation, and project tracking. The role also includes a robust personal assistant component, such as coordinating personal appointments, travel, logistics, and related tasks—executed virtually with discretion, professionalism, and efficiency.

The ideal candidate brings sound judgment, exceptional organization, and a calm, proactive approach to supporting a fast-paced executive environment. By ensuring clarity, continuity, and responsiveness across both professional and personal domains, the EA plays a critical role in supporting the CEO and contributing to the broader success of WealthCo.

KEY ACCOUNTABILITIES
Strategic Partnership & Business Enablement

• Partner closely to advance WealthCo’s mission, vision, growth strategy, and firm-
wide priorities.
• Support national scalability by understanding business needs and helping
implement efficient, repeatable systems and processes.
• Anticipate executive needs and proactively identify operational opportunities or
friction points that require action.
• Work collaboratively with the Controller to coordinate financial documents,
reporting schedules, and business operations tied to the CEO’s portfolio of
companies.
• Support the CEO in managing various business interests, ensuring alignment of
communications, documentation, and administrative support across entities.

Inbox & Calendar Mastery
• Own and manage executive inboxes: triage emails, prioritize, draft responses and
respond when directed, and manage follow-ups.
• Maintain dynamic calendars across time zones, coordinate meetings, resolve
conflicts, and prepare agendas, materials, logistics, prep materials and follow-ups
through collaboration and coordination with the head office Business Services
team.
• Serve as the primary point of contact for scheduling, ensuring efficient use of
executive time and alignment with strategic goals.
• Coordinate calendar and correspondence related to the CEO’s other business
entities, board involvement, and personal ventures.

Project & Workflow Execution
• Track and manage deadlines, key initiatives, and deliverables across multiple
workstreams and leadership priorities.
• Maintain action logs from executive meetings and ensure timely follow-through.
• Assist in drafting executive reports, updates, and communications for both internal
and external stakeholders.
• Support or lead special assignments and strategic projects, establishing clear
objectives and managing execution through completion.
• Assist with cross-company administrative workflows, ensuring operational
consistency and accurate documentation across the CEO’s corporate entities.

Travel & Logistics
• Coordinate comprehensive travel arrangements: flights, accommodations, car
bookings, and itineraries.
• Prepare detailed travel briefs, confirmations, and expense reconciliation using
required systems and applications.
• Arrange travel logistics across all businesses as needed, including trips that involve
multiple entities or overlapping priorities.

Tools, Systems & Information Management
• Manage the digital filing ecosystem (e.g., SharePoint, Teams, CRM, HUMI, My90),
ensuring seamless document and data access.
• Maintain accurate, up-to-date records, correspondence, and document libraries.
• Support document management and version control across the CEO’s multiple
ventures, in partnership with the Controller and relevant leads.

Adaptability & Agility
• Navigate shifting priorities with ease; manage both recurring and ad hoc
responsibilities with focus and composure.
• Demonstrate strong time management and problem-solving skills in high-paced,
dynamic environments.
• Adapt across varying business contexts—from internal executive strategy to cross-
company administrative needs—without compromising focus or discretion.

Continuous Learning & Culture Stewardship
• Actively seek opportunities to expand professional skills and knowledge.
• Uphold and model WealthCo’s core values in all interactions, contributing to a
positive, aligned, and high-performing culture.

Personal & Executive Logistics
• Provide discreet and proactive personal assistance to the executive, including
coordination of personal appointments, household scheduling, family-related
logistics, and errands as required.
• Assist with time management and work-life balance by anticipating needs related
to wellness, family, and downtime, including reminders and calendar protections.
• Coordinate personal travel (e.g., vacations, family travel, special events),
reservations, and gift purchasing, ensuring attention to personal preferences and
key dates.
• Manage executive memberships, subscriptions, and key dates (e.g., birthdays,
anniversaries), and assist with special occasion planning or recognition efforts.
• Serve as a trusted liaison for select personal contacts or family members,
managing communications and logistics with care and confidentiality.

FUNCTIONAL COMPETENCIES
• Thrives in a fast-paced, high-demand environment, confidently juggling multiple
priorities with calm precision.
• Team player with the ability to delegate to the in office BS team
• Proactive and forward-thinking, anticipates needs, flag risks early, and take initiative to
solve problems before they surface.
• A natural problem-solver and process improver, constantly seeking ways to streamline
workflows and enhance efficiency. Self disciplined and able to demonstrate a high
level of productivity.
• Exceptionally organized, system-driven, and adaptable—able to shift gears quickly
without sacrificing detail.
• Excellent Communicator - with clarity, professionalism, and emotional intelligence
across all levels of internal and external stakeholders.
• Exercises sound judgment and discretion when navigating confidential matters and
high-stakes situations.


QUALIFICATIONS • Proven success supporting a C-suite executive, ideally in professional services, for a
minimum of 5 years.
• Exceptionally digitally enabled.
• Exceptional Microsoft Office computer skills (Word, Excel, PowerPoint, Outlook and
SharePoint, One Note and My90io)
• Excellent writing, editing, and presentation preparation skills.
• Experience at proofreading and editing documentation.

Originally posted on Himalayas

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