Executive Administrator

Vista Capital Partners • Portland, OR

51d • Onsite

About The Position

Vista Capital Partners was founded in 2001 as a new kind of wealth management firm—one that prioritizes evidence over ego and long-term happiness over short-term hype. We strive to help clients explore what’s possible, then tailor a plan for the life they want. We show up as our authentic selves, embrace learning and growth, and work toward a shared vision of becoming Oregon’s most admired wealth management firm. Our mission is simple: to build happier and more prosperous lives. In keeping with our mission, we’re hiring an Executive Administrator to join our talented team of professionals.
The Executive Administrator (EA) provides high-level administrative and operational support to the Executive Committee (EC), with primary responsibility for supporting the Chief Executive Officer (CEO). As a key member of Vista’s executive support structure, this role requires exceptional organization, judgment, communication, and discretion. The EA coordinates cross-functional initiatives, manages complex priorities, and plays a critical role in ensuring the effectiveness of the CEO, EC, and broader organization. This position is ideal for a proactive professional who thrives in a dynamic environment and can seamlessly balance multiple priorities and stakeholders.

Requirements

• 7–10 years of administrative experience, including at least 5 years supporting executive leadership (financial or professional services experience preferred).
• Demonstrated discretion, emotional intelligence, and exceptional written and verbal communication skills; able to confidently represent executives in meetings and correspondence.
• Outstanding organizational skills, attention to detail, and the ability to manage multiple priorities while adapting quickly to shifting needs.
• Proven ability to work independently, handle confidential information, and build strong relationships across the organization.
• Comfortable with ambiguity; proactive, curious, and solutions-oriented, continually seeking ways to improve efficiency and executive effectiveness.
• Proficient with computers and software packages, including CRMs and Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to work onsite up to five full days per week, as dictated by the CEO’s schedule and executive support needs.
• Must have the legal right to work in the United States. At this time, Vista is unable to provide visa sponsorship.
• Employment is contingent upon successful completion of a background and credit check, conducted in accordance with applicable law. As part of this process, we review information relevant to the responsibilities of the role, including indicators of financial reliability.

Responsibilities

• Manage the day-to-day administrative needs of the CEO, including calendar management, meeting coordination, and correspondence, with additional support provided to the EC members.
• Anticipate, assess, and proactively manage the CEO’s daily priorities to ensure preparedness for internal and external meetings and events.
• Serve as a liaison between the CEO, EC members, Board of Directors, and internal stakeholders.
• Attend EC meetings and Board of Directors meetings; document meeting notes, track action items, and ensure follow-through. Attend additional meetings as needed.
• Draft, review, prioritize, and send written communications on behalf of the CEO, including internal/external emails, presentations, talking points, and social media posts.
• Prepare, reconcile, and submit expense reports for the CEO.
• Coordinate travel arrangements for the CEO.
• Assist with the preparation of EC and Board meeting materials, leadership offsites, company-wide events, and firm communications.
• Interface regularly with the Chief Operating Officer, Chief People Officer, Chief Growth Officer, and Chief Client Officer to support execution of executive priorities and alignment with annual initiatives and firm vision.
• Partner with the Marketing & Brand Manager on select communications, projects, presentations, and events.
• Serve as back-up to the Experience Manager, ensuring smooth day-to-day office operations.
• Support the Experience Manager with event planning and coordination (e.g., culture events, team-building activities, client or partner-facing events).

Benefits

• Health, dental, and vision insurance, long-term disability coverage.
• Flexible paid time off policy & sabbaticals.
• 401(k) and profit sharing.
• Paid Parental leave, professional development support, charitable contribution matching, financial planning support.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees