Executive Assistant to the CEO

Utimco•Austin, TX

1d•Hybrid

About The Position

The Executive Assistant to the Chief Executive Officer is a strategic partner who ensures the smooth and efficient operation of the CEO’s office. This highly visible role provides advanced administrative and organizational support, serving as a central coordination point for executive meetings, communications, and events. The ideal candidate is proactive, detail-oriented, demonstrates discretion and thrives in a fast-paced, mission-driven environment. Occasional early morning, evening, or offsite work may be required to support executive events and travel.

Requirements

Bachelor’s degree preferred or equivalent combination of education and experience
Minimum of five years of executive-level administrative support, ideally within financial services, investments, or a professional corporate environment
Demonstrated experience planning and executing meetings, conferences, or corporate events
Advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Excel, Word)
Ability to operate with a high degree of autonomy and minimal daily interaction with the CEO due to meeting and travel demands

Responsibilities

Manage and maintain the CEO’s daily and weekly schedule, including appointments, internal and external meetings, and travel arrangements
Monitor and triage CEO’s inbox, proactively flagging priority communications and requests that require action or follow-up
Provide advanced PowerPoint support, including formatting, updating, and finalizing presentation materials under tight deadlines
Prepare and distribute a weekly executive schedule and ensure all related materials are organized and accessible
Prepares CEO with the necessary materials and briefings ahead of key meetings, which may require coordination across teams
Coordinate and compile materials for the CEO’s weekend review book and other executive reference documents
Work closely with the Chief of Staff to execute on the CEO’s priorities, ensure follow-through of key action items, and drive important initiatives forward
Maintain and update the organization’s year-at-a-glance calendar of major meetings, events, and milestones
Route incoming calls, inquiries, and speaking requests to the appropriate internal teams
Transcribe and type CEO notes, investment observations, and meeting summaries as needed
Anticipate the CEO’s needs, proactively identifying issues and ensuring appropriate follow-up before requests are made
Build and maintain strong working relationships with other executive assistants to ensure effective cross-office coordination and communication
Provide on-site support for key events and anticipate executive needs during live meetings and travel
Plan and execute monthly All-Hands meetings, annual Town Hall meeting, and CEO’s holiday dinner
Provide support for Leadership Team meetings, Senior Management Offsites, Semi-Annual Reviews, and Quarterly and Monthly 1-on-1s
Research and coordinate travel options including flights, accommodations, and ground transportation
Prepare and submit travel authorization forms and reconcile travel-related expense reports promptly and accurately
Maintain discretion when handling all travel details and logistics
Print and distribute monthly performance reports and other key management reports as requested
Maintain accurate electronic and paper filing systems for CEO Office
Provide backup support to other executive administrative staff as needed
Ensure confidentiality when handling executive correspondence and personnel or board-related documents