Executive Assistant to the Head of Fund Sales

CAIS•New York, NY

4d•Hybrid

About The Position

CAIS is seeking a highly organized, proactive, and discreet Executive Assistant to support its Head of Fund Sales. This high-visibility role sits at the center of the fund-sales organization and requires sound judgment, exceptional attention to detail, and the ability to work calmly and effectively in a fast-paced environment. The Executive Assistant will act as a trusted extension of the Head of Fund Sales by protecting their time, driving follow-through, and thoughtfully coordinating internal and external interactions. The role is suited to someone who enjoys supporting a commercial organization, bringing order to complexity, and anticipating needs. The position supports executive calendar and communications, sales-team coordination, domestic travel, events, and operational processes. The successful candidate will help the Head of Fund Sales stay prepared and focused on high-value priorities, while ensuring key sales relationships, meetings, and follow-ups are handled efficiently and professionally. Availability to work from CAIS’s New York City office approximately four days per week is required, with flexibility for travel, events, and occasional needs outside standard business hours.

Requirements

At least 3 years of experience supporting a senior executive, commercial leader, or high-performing team in a fast-paced environment.
Demonstrated experience managing complex calendars, travel, expenses, events, and executive-level correspondence.
Exceptional organizational and prioritization skills, with the ability to manage competing priorities while maintaining attention to detail.
Strong written and verbal communication skills and confidence interacting professionally with senior executives, clients, advisors, and asset-manager partners.
High degree of discretion, emotional intelligence, sound judgment, and professionalism.
Proactive, resourceful, and solutions-oriented, able to anticipate needs and work independently while staying aligned with stakeholders.
Advanced proficiency in Microsoft Office, including Outlook, Excel, PowerPoint, and Teams.
Availability to work from CAIS’s New York City office approximately four days per week, with flexibility around travel, events, and occasional needs outside standard business hours.

Nice To Haves

Bachelor’s degree preferred.
Experience in financial services, asset management, wealth management, fintech, or a related industry is strongly preferred.
Familiarity with Salesforce or other CRM systems is preferred.

Responsibilities

Own and strategically manage the Head of Fund Sales’ complex calendar, including leadership meetings, asset-manager partner meetings, advisor and wealth-firm engagements, conferences, and travel.
Prioritize and protect the executive’s time by identifying conflicts, preparation gaps, and opportunities to consolidate meetings or improve operating cadence.
Coordinate meeting preparation, including agendas, attendee details, briefing materials, and next steps.
Draft or coordinate correspondence and follow-up on behalf of the Head of Fund Sales using sound judgment and a polished, relationship-focused tone.
Manage expenses, approvals, and administrative workflows accurately and promptly.
Handle sensitive information discreetly and act as a professional gatekeeper and point of contact for internal and external stakeholders.
Partner with Fund Sales leadership and cross-functional teams to support leadership meetings, planning sessions, offsites, and regular business reviews.
Track priority follow-ups, commitments, and action items, helping ensure decisions and deliverables move forward on schedule.
Coordinate high-priority client, advisor, wealth-firm, and asset-manager meetings, including logistics, briefing materials, and post-meeting follow-up.
Liaise between the fund sales team and other parts of the organization to coordinate client-facing meetings when needed.
Manage end-to-end domestic travel and logistics, including air, hotel, ground transportation, itineraries, meeting locations, and real-time adjustments.
Coordinate logistics for CAIS-hosted events, industry conferences, team offsites, and select client or partner engagements involving the Head of Fund Sales.
Bring structure to a fast-moving sales environment through organization, thoughtful processes, and consistent follow-through.
Maintain orderly records, shared materials, and administrative processes so priorities and relevant context are accessible.
Identify ways to improve workflows and reduce administrative friction across the Fund Sales organization.
Provide coverage for other Executive Office needs, as appropriate.