Executive Assistant to CMO - Hybrid

Career Group; San Francisco (CA); Hybrid; USD 120,000 - 130,000; Full time

Benefits offered by this job

100% employer-paid medical, dental, &

Annual discretionary bonus

Hybrid schedule

Job summary

Career Group is seeking an Executive Assistant in San Francisco to directly support the Chief Marketing Officer, two Managing Directors, and a Director within Sales & Marketing. The role demands high organization, discretion, and the ability to manage multiple priorities in a fast-paced environment.

The ideal candidate has 5+ years of EA experience, strong communication skills, and proficiency with Outlook/Office tools.

Qualifications

• 5+ years of administrative or Executive Assistant experience supporting multiple senior leaders.
• Experience in financial services or asset management is a plus.
• Strong calendar management, travel coordination, meeting, and expense experience.
• Excellent organization and follow-through with attention to detail.
• Discretion and professionalism when handling sensitive information.
• Proactive and resourceful with the ability to anticipate needs and solve problems independently.
• Hybrid schedule: 3 days in office and 2 days remote.
• Collaborative team environment with high interaction with leadership.

Responsibilities

• Manage calendars for multiple senior leaders on a marketing team.
• Coordinate domestic and international travel itineraries.
• Own expense reports, invoicing, and other admin workflows.
• Coordinate meetings end-to-end, including rooms, tech, catering, materials, and follow-up.
• Support client, prospect, intermediary, and internal meetings.
• Serve as a professional point of contact for stakeholders.
• Anticipate executive needs and resolve scheduling and travel challenges.
• Support conferences, client events, and team initiatives.
• Partner with admin colleagues on executive schedules and events.
• Assist with special projects and evolving team priorities.

Skills

Strong communication skills

Excellent organization

Proactive and resourceful

High adaptability

Discretion and judgment

Education

Bachelor’s degree or equivalent combination of education and relevant experience

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

AI tools

Job description

Location:

San Francisco, CA (Hybrid — 3 days onsite, 2 days remote)

Compensation:

$120,000–$130,000 + Bonus

Our client

Our client is a well-established investment management firm with a collaborative, intellectually driven culture and a strong reputation within the industry. The firm is based in San Francisco and offers a supportive environment that values teamwork, professionalism, and continuous learning.

The Opportunity

We’re partnering with our client to identify an Executive Assistant who will provide direct support to the Chief Marketing Officer, two Managing Directors, and one Director within the Sales & Marketing team. This is an opportunity to serve as a trusted partner to multiple senior leaders while gaining broad exposure across a collaborative and highly visible team.

The ideal candidate is highly organized, proactive, and self-sufficient, with strong judgment and discretion. They should be comfortable managing multiple priorities, anticipating executive needs, and operating with a high level of professionalism in a fast-paced environment.

Key Responsibilities

• Manage complex and frequently changing calendars across multiple senior leaders on a marketing team
• Coordinate domestic and occasional international travel, including itineraries and changes
• Own expense reports, invoice processing, and other administrative workflows
• Coordinate meetings from start to finish, including rooms, technology, catering, materials, and follow-up
• Support client, prospect, intermediary, and internal meetings
• Serve as a professional point of contact for internal and external stakeholders
• Anticipate executive needs and proactively resolve scheduling, travel, and administrative challenges
• Support conferences, trade shows, client events, team activities, and other Sales & Marketing initiatives
• Partner with other administrative professionals across the firm on executive schedules, meetings, and events
• Assist with special projects and evolving team priorities

Ideal Background

• 5+ years of administrative or Executive Assistant experience supporting multiple senior leaders
• Experience within financial services, asset management, sales, or marketing is a plus
• Strong calendar management, travel coordination, meeting, and expense experience
• Excellent organization, attention to detail, and follow-through
• Strong judgment, discretion, and professionalism when handling sensitive information
• Proactive and resourceful, with the ability to anticipate needs and solve problems independently
• Comfortable managing competing priorities and adapting quickly as needs change
• Strong written and verbal communication skills
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other business technologies
• Familiarity with AI tools and an interest in leveraging technology to improve processes
• Bachelor’s degree or equivalent combination of education and relevant experience
• Hybrid schedule with 3 days in office and 2 days remote
• Collaborative and supportive team environment
• High level of interaction with senior leadership and cross-functional teams
• Opportunity to take ownership and contribute beyond traditional administrative responsibilities
• Strong benefits, including 100% employer-paid medical, dental, and vision premiums for employees and their families
• Annual discretionary bonus
• Convenient Financial District location near BART, Muni, ferries, and cable cars

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