Chief Executive assistant with project management experience: (Hybrid)

Job DescriptionJob Description

1 year contract

- Hybrid: 3 days in office, 2 days remote

Top skills
1. Minimum 5 years' experience; 3+ years of experience supporting C-level executives, preferably in a corporate or financial services environment
2. BACHELOR'S REQUIRED in Business Administration, Communications, or related field
3. Data fluency
4. Organizational and Logistical support
5. Operational excellence (strategic & resourceful)

Wealth Management Operations - Chief Administration Office & Data Analytics
Position summary –
We are seeking a highly organized, proactive, and resourceful associate to support the Chief Administration Officer (CAO) in day-to-day operations, strategic initiatives, and executive-level coordination. This role requires exceptional communication skills, discretion, and the ability to manage multiple priorities in a dynamic environment.

Qualifications:
• Bachelor’s degree in Business Administration, Communications, or related field.
• Minimum 5 years' experience; 3+ years of experience supporting C-level executives, preferably in a corporate or financial services environment.
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word).
• Experience with data visualization tools (e.g., Power BI, Tableau, Stensul or similar publication tools). Familiarity with SQL or other data querying is a plus.
• Ability to work independently, handle ambiguity, and maintain professionalism under pressure.

Attributes:
• High emotional intelligence and interpersonal skills.
• Discreet, trustworthy, and dependable.
• Proactive mindset with a strong sense of ownership.
• Comfortable in a fast-paced, high-stakes environment.

Key Responsibilities:
• Executive Support & Coordination:
• Prepare briefing materials, agendas, and follow-up meeting notes.
• Act as a gatekeeper and liaison between the COO and internal/external stakeholders.
• Track and follow up on key action items and deliverables across departments.
• Assist in the preparation of presentations, reports, and dashboards for executive leadership.
• Support the CAO in driving strategic initiatives and special projects.
• Operational & Analytical Support:
• Analyze operational data to identify trends, risks, and opportunities.
• Build and maintain dashboards and reports to track KPIs and business performance.
• Support the COO in preparing data-driven presentations and strategic materials.
• Assist in the development and monitoring of project plans and timelines.
• Communication & Documentation:
• Draft and edit correspondence, communications, and executive summaries.
• Maintain confidentiality and handle sensitive information with discretion.
• Coordinate with other executive assistants and departments to ensure alignment.

• Project Management:
• Monitor timelines, milestones, and progress of cross-functional projects.
• Conduct research and provide insights to support decision-making.
• Help streamline processes and improve operational efficiency.