Jobs and Careers

Executive Assistant to the CEO - (ZR_24725_JOB)

UKRemotefull_timeVerifiedPosted 1 Jul 2025

About the role

This is a remote position.

Full time
Fixed schedule: Monday - Friday 6AM - 3PM MST with an hour unpaid break

TITLE: Virtual Executive Assistant to the CEO
LOCATION: Virtual
REPORTING: CEO

JOB PURPOSE: Why does the role exist?

The Executive Assistant (EA) to the CEO is a trusted and high-impact member of the
Business Services Team, responsible for delivering exceptional administrative, operational, and strategic support. This role ensures the CEO’s time, priorities, and communications are managed with precision, enabling focused leadership and timely decision-making across
the organization. As a key liaison and workflow coordinator, the EA will oversee complex scheduling, inbox management, meeting preparation, and project tracking. The role also includes a robust personal assistant component, such as coordinating personal appointments, travel, logistics, and related tasks—executed virtually with discretion, professionalism, and efficiency.

The ideal candidate brings sound judgment, exceptional organization, and a calm, proactive approach to supporting a fast-paced executive environment. By ensuring clarity, continuity, and responsiveness across both professional and personal domains, the EA plays a critical role in supporting the CEO and contributing to the broader success of WealthCo.

KEY ACCOUNTABILITIES
Strategic Partnership & Business Enablement

• Partner closely to advance WealthCo’s mission, vision, growth strategy, and firm-
wide priorities.
• Support national scalability by understanding business needs and helping
implement efficient, repeatable systems and processes.
• Anticipate executive needs and proactively identify operational opportunities or
friction points that require action.
• Work collaboratively with the Controller to coordinate financial documents,
reporting schedules, and business operations tied to the CEO’s portfolio of
companies.
• Support the CEO in managing various business interests, ensuring alignment of
communications, documentation, and administrative support across entities.

Inbox & Calendar Mastery
• Own and manage executive inboxes: triage emails, prioritize, draft responses and
respond when directed, and manage follow-ups.
• Maintain dynamic calendars across time zones, coordinate meetings, resolve
conflicts, and prepare agendas, materials, logistics, prep materials and follow-ups
through collaboration and coordination with the head office Business Services
team.
• Serve as the primary point of contact for scheduling, ensuring efficient use of
executive time and alignment with strategic goals.
• Coordinate calendar and correspondence related to the CEO’s other business
entities, board involvement, and personal ventures.

Project & Workflow Execution
• Track and manage deadlines, key initiatives, and deliverables across multiple
workstreams and leadership priorities.
• Maintain action logs from executive meetings and ensure timely follow-through.
• Assist in drafting executive reports, updates, and communications for both internal
and external stakeholders.
• Support or lead special assignments and strategic projects, establishing clear
objectives and managing execution through completion.
• Assist with cross-company administrative workflows, ensuring operational
consistency and accurate documentation across the CEO’s corporate entities.

Travel & Logistics
• Coordinate comprehensive travel arrangements: flights, accommodations, car
bookings, and itineraries.
• Prepare detailed travel briefs, confirmations, and expense reconciliation using
required systems and applications.
• Arrange travel logistics across all businesses as needed, including trips that involve
multiple entities or overlapping priorities.

Tools, Systems & Information Management
• Manage the digital filing ecosystem (e.g., SharePoint, Teams, CRM, HUMI, My90),
ensuring seamless document and data access.
• Maintain accurate, up-to-date records, correspondence, and document libraries.
• Support document management and version control across the CEO’s multiple
ventures, in partnership with the Controller and relevant leads.

Adaptability & Agility
• Navigate shifting priorities with ease; manage both recurring