Executive Assistant to CIO
career groupJersey City (NJ)
Executive Assistant to CIO
Posted yesterday
career groupJersey City (NJ)
Executive Secretaries and Executive Administrative AssistantsAdministrative Management and General Management Consulting Services
SENIORITY
Senior
SALARY
$150k
About the role
Our client, a global investment firm, is seeking a forward thinking, proactive, collaborative, team player to support their CIO. This role will join another EA to complete a team a team of two to provide professional, personal and philanthropic support. This is a true business partner role, and you will share responsibility with the existing EA. This is a high-volume, fast-paced position. You will have significant exposure to the broader business, and your job will be to think ahead, connect the dots, and make the CIO and the wider team more effective. Our EAs are viewed as key partners to executives and the operations team. This position is onsite 5 days/week. Base salary range starts at $150k with flexibility upwards Dependent on Experience + bonus + benefits
Responsibilities:
- Manage a complex, frequently changing calendar across multiple time zones, understanding the context behind meetings, not just the logistics
- Prioritize and make judgment calls on scheduling requests across internal meetings, investor calls, board commitments, and personal appointments
- Adjust the schedule in real time as priorities shift
- Prepare comprehensive briefing memos ahead of meetings, including investor backgrounds, recent developments, and relevant talking points, so the CIO walks into every meeting fully prepared
- Organize investor meetings, public company visits, offsites, and team events
- Track action items and follow-ups to completion
- Manage high-volume email through a shared-inbox model: whoever is available picks something up and sees it through
- Triage, prioritize, and draft correspondence in the CIO’s voice
- Act as a polished, trusted point of contact for investors, board members, industry counterparts, and senior internal stakeholders
- Maintain strict confidentiality
- Think holistically about the organization and connect dots across investment teams, analysts, investor relations, and corporate access
- Anticipate opportunities and downstream impacts. For example, if the CIO is traveling for investor meetings, consider which colleagues should connect while there
- Arrange complex domestic and international travel, including commercial and private aviation, hotels, ground transportation, and dining, with detailed itineraries and contingency plans
- Handle passport and visa considerations
- Occasionally support personal logistics, in coordination with a separate personal assistant where applicable
- Use AI tools, including large language models, scheduling AI, and workflow automation, to reduce administrative friction and create leverage
- Identify and implement process improvements, and stay current on emerging tools relevant to the EA function
- RequiredBachelor’s degree 5+ years of experience as an EA, preferably at a buy-side or financial services firm
- Exceptional written and verbal communication, with the ability to engage warmly and professionally at every level
- Strong project management skills and a track record of juggling competing priorities without sacrificing quality
- High attention to detail and strong organizational skills
- Experience managing vendor and third-party relationships
- Proficiency with Microsoft Office (including Excel), scheduling platforms, and expense management systems, plus familiarity with AI tools
- Sound judgment, discretion, and the confidence to take ownership
- Ability to work occasional extended hours or weekends when needed
- Please submit your resume in Word format for immediate consideration.
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