Executive Assistant & Operations Associate

Obsidian CIO; New York (NY); On-site; USD 80,000 - 110,000; Full time

Benefits offered by this job

Annual performance bonus

Medical and dental coverage

401(k) with company match

Paid time off

Job summary

Obsidian CIO is seeking an Executive Assistant & Operations Associate to work directly with the CEO in New York. This hands-on role blends calendar management, project support, and operational tasks in a fast-moving firm.

You will manage complex calendars, draft materials, coordinate with vendors, and drive internal process improvements while growing into more strategic responsibilities. Competitive compensation and comprehensive benefits offered.

Qualifications

• 4–6 years of experience in administrative or executive support roles.
• Demonstrated independent judgment and ownership of outcomes.
• Interest in growing into strategic, project-based work over time.
• Exceptional organizational, prioritization, and multitasking abilities with high attention to detail.
• Advanced proficiency with Microsoft Office.

Responsibilities

• Manage the CEO's calendar, scheduling, prioritizing, and resolving conflicts.
• Prepare agendas, briefing materials, and track follow-ups to completion.
• Draft and format decks for client meetings and internal updates.
• Develop project timelines, track milestones, monitor progress, and escalate barriers.
• Provide regular status updates on active projects and maintain documentation.
• Analyze and report on key metrics; assist with budgeting and vendor cost analysis as growth occurs.
• Maintain document organization and strict confidentiality.
• Triaga email and draft responses; handle travel arrangements and expense tracking.
• Coordinate logistics for team, vendors, partners, and events.
• Perform other operational and administrative duties as assigned.

Skills

Independent judgment

Project coordination

Discretion

Organizational skills

Communication

Attention to detail

Ownership mindset

Team collaboration

Proactive mindset

Tools

Microsoft Office (Outlook, Excel, PowerPoint)

Job description

Obsidian CIO is a boutique OCIO/RIA firm based in New York, providing outsourced investment

management to institutional clients. We're a small, high-performing team where every person

has real impact and direct visibility into how the business runs.

About the Role

We're looking for a sharp, resourceful Executive Assistant & Operations Associate to work

directly with our CEO. This is a broad, hands-on role — part calendar and inbox management,

part project support, part "whatever the business needs this week." We're a small team that

moves fast, and we expect this person to use every tool available — including AI — to get more

done without sacrificing quality. It's a great fit for someone who wants more responsibility than a

typical admin role offers and is looking to grow alongside a lean, fast-moving firm.

What You’ll Do

Strategic & Decision-Making Responsibilities

• Independently manage and take ownership of special projects and ad hoc initiatives from start to finish, exercising sound judgment and independent problem-solving with minimal oversight
• Serve as a trusted advisor to the CEO on operational and administrative matters, providing recommendations that are typically implemented without further review
• Select and negotiate with vendors and service providers within an approved budget, with authority to commit the firm to routine agreements
• Act as the primary point of contact and communication liaison for internal and external stakeholders, representing the CEO with discretion and professionalism
• Serve as a central point of coordination across internal teams to ensure the CEO’s priorities are consistently supported
• Investigate and resolve day-to-day operational issues on behalf of the CEO
• Contribute to the development and implementation of internal business processes and policies as the firm builds out its infrastructure

Core & Project Support

• Manage the CEO’s complex calendar — scheduling, prioritizing, resolving conflicts, and coordinating meetings
• Prepare agendas, briefing materials and track follow-ups to completion
• Draft and format decks for client meetings, internal updates, and presentations
• Develop project timelines, track milestones, and proactively monitor progress; identify barriers and elevate with recommended solutions
• Provide regular status updates on active projects and maintain project documentation
• As the role grows: take on additional business/operations analysis — tracking key metrics, industry and competitive trends, budget and vendor cost analysis
• Maintain document organization, filing, and strict confidentiality
• Monitor and triage email correspondence with discretion, flagging what needs the CEO’s attention and drafting responses where appropriate
• Coordinate travel arrangements, expense tracking, and other day-to-day administrative tasks
• Coordinate logistics across the team and with outside parties — vendors, partners, scheduling calls and meetings
• Coordinate corporate events, offsites, and executive meetings, overseeing all logistical details
• Perform other operational and administrative duties as assigned

What We’re Looking For

• 4–6 years of experience in an administrative, executive support, or coordinator role — banking, equity sales, or similar fast-paced professional background a strong plus
• Demonstrated ability to exercise independent judgment and take ownership of outcomes, not just tasks
• Genuine interest in growing beyond a traditional EA scope into more strategic, project- based work over time
• Exceptional organizational, prioritization, and multitasking abilities, with strong attention to detail and accuracy
• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint)
• High level of discretion and sound judgment handling confidential information
• A proactive, anticipatory mindset with a strong sense of ownership — someone who acts rather than waits to be asked
• Collaborative, polished, and team-oriented, able to perform effectively in a dynamic, high-expectation environment

Compensation Range:

$80,000-$110,000 annually based on experience

In addition to base salary, this role is eligible for an annual performance bonus. Obsidian CIO also offers a comprehensive benefits package including medical and dental coverage, 401(k) with company match, and paid time off.

• In addition to base salary, this role is eligible for an annual performance bonus.
• Medical and dental coverage
• 401(k) with company match
• Paid time off