Executive Assistant to CIO

Career Group; New York (NY); On-site; USD 135,000 - 165,000; Full time

Job summary

Career Group Client represents a global investment firm seeking a forward-thinking Executive Assistant to support the CIO and partner with a second EA. The role is on-site five days a week in New York, offering a base salary starting at $150,000 with flexibility upwards, plus bonus and benefits.

You will manage complex calendars, high-priority scheduling, and travel logistics while maintaining confidentiality and strategic alignment.

Qualifications

• 5+ years of experience as an EA, preferably at a buy-side or financial services firm.
• Exceptional written and verbal communication, with warm, professional engagement at all levels.
• Strong project management skills with ability to juggle priorities without sacrificing quality.
• High attention to detail and excellent organizational skills.
• Experience managing vendor and third-party relationships.
• Proficiency with Microsoft Office (including Excel), scheduling platforms, and expense systems; familiarity with AI tools.
• Sound judgment, discretion, and ownership mindset.
• Ability to work occasional extended hours or weekends when needed.

Responsibilities

• Manage a complex, frequently changing calendar across multiple time zones with context, not just logistics.
• Prioritize scheduling requests across internal meetings, investor calls, boards, and personal appointments.
• Adjust the schedule in real time as priorities shift.
• Prepare briefing memos ahead of meetings, including investor backgrounds and talking points.
• Organize investor meetings, public company visits, offsites, and team events.
• Track action items and follow-ups to completion.
• Manage high-volume email using a shared inbox model; throughput multiple tasks.
• Triage, prioritize, and draft correspondence in the CIO's voice.
• Act as a polished point of contact for investors, board members, and senior stakeholders.
• Maintain strict confidentiality; think holistically across teams.
• Anticipate opportunities and connect colleagues during travel or events.
• Arrange complex domestic and international travel with itineraries and contingency plans.
• Handle passport and visa considerations.
• Occasionally support personal logistics with coordination to a personal assistant.
• Use AI tools to reduce friction and create leverage; stay current on new tools.
• Identify and implement process improvements; stay current on industry tools.

Skills

EA Experience

Communication

Project management

Attention to detail

Vendor management

MS Office

AI tools

Discretion

Flexible hours

Tools

Microsoft Office

Scheduling platforms

Expense management systems

Job description

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

Required

• 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