Executive Assistant to the CEO in Walnut Creek, California at Destination Wealth Management

The Executive Assistant provides high-level executive, operational, and strategic support to the CEO of a registered investment advisor (RIA) firm. In addition to serving as CEO, the executive also oversees the firm’s Investment Policy Committee and advisor team leadership responsibilities. This role supports corporate initiatives, advisor team oversight and coordination, investment committee activities, strategic projects, marketing efforts, and other executive priorities across the organization.

This position goes beyond traditional administrative support and requires strong organizational leadership, project management capability, business judgment, discretion, and the ability to manage multiple priorities simultaneously. The Executive Assistant acts as a central coordination point for executive initiatives and helps ensure projects and strategic objectives move forward efficiently.

The ideal candidate is highly organized, proactive, adaptable, and capable of operating effectively in a fast-paced professional environment involving executive leadership, investment management, advisor support, and operational coordination.

Key Responsibilities

Executive & Corporate Support

• Manage the CEO’s calendar, scheduling, travel, meetings, and executive communications.
• Coordinate internal and external meetings involving executive leadership, advisors, strategic partners, vendors, custodians, and other business relationships.
• Prepare meeting agendas, presentations, executive summaries, briefing materials, and follow-up action items.
• Assist with executive correspondence, document preparation, presentations, and confidential communications.
• Help prioritize incoming requests and ensure alignment with executive priorities and timelines.
• Serve as a liaison between the CEO and internal departments, advisors, vendors, and external business partners.
• Assist in organizing executive workflow and improving operational efficiency.

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Advisor Team Oversight & Coordination Support

• Support the CEO in the oversight and management of the advisor team through coordination of communications, meetings, initiatives, and follow-up items.
• Help organize advisor meetings, training initiatives, strategic priorities, and operational projects.
• Assist with advisor communication tracking, scheduling, accountability items, and workflow coordination.
• Coordinate advisor-related projects and support implementation of firm initiatives.
• Help ensure advisor team priorities and initiatives remain organized and moving forward.
• Assist with internal coordination between advisors and operations, compliance, portfolio management, research, and marketing teams.

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Investment Policy Committee Support

• Coordinate Investment Policy Committee (IPC) meetings, schedules, materials, and documentation.
• Organize research presentations, committee agendas, and meeting follow-up items.
• Track investment-related initiatives, approvals, and implementation timelines.
• Assist in maintaining investment governance documentation, committee records, and project tracking.
• Coordinate communications between executive leadership, research, compliance, operations, and portfolio teams.
• Support organization of strategic investment discussions and related executive initiatives.

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Project Management & Strategic Initiatives

• Support the CEO in managing strategic initiatives and firm-wide projects.
• Coordinate timelines, deliverables, meetings, and accountability across multiple departments.
• Monitor project progress and provide status updates to executive leadership.
• Help organize operational improvement initiatives, technology projects, workflow redesigns, and special assignments.
• Assist with implementation tracking and coordination of strategic planning initiatives.
• Help ensure projects remain aligned with executive priorities and organizational goals.

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Marketing & Business Development Support

• Assist with marketing coordination, advisor communications, presentations, and executive messaging.
• Coordinate webinars, events, sponsorships, and strategic marketing initiatives.
• Help manage executive materials for business development meetings and industry relationships.
• Support content coordination across marketing, research, and leadership teams.
• Assist with maintaining consistency of messaging and branding across executive communications and initiatives.
• Help coordinate special projects related to client experience, advisor support, and business development efforts.

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Operations & Organizational Coordination

• Coordinate with operations, compliance, research, portfolio, and advisor teams on ongoing initiatives and executive priorities.
• Track approvals, deadlines, projects, and follow-up items requiring executive oversight.
• Assist with process documentation, organization, and workflow coordination.
• Help maintain organized records, documentation, and executive project tracking systems.
• Handle confidential and sensitive information with professionalism and discretion.
• Assist with identifying opportunities for improved coordination, communication, and operational efficiency.

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Qualifications

• Bachelor’s degree preferred or equivalent professional experience.
• 5+ years of executive support, operations, project management, or related experience, preferably within financial services, wealth management, or an RIA environment.
• Strong organizational and project management skills with exceptional attention to detail.
• Ability to manage multiple priorities in a fast-paced professional environment.
• Excellent written and verbal communication skills.
• Strong proficiency with Microsoft Office, PowerPoint, Excel, CRM systems, and collaboration tools.
• Ability to exercise discretion and maintain confidentiality.
• Self-motivated, proactive, resourceful, and capable of operating independently.

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Preferred Experience

• Experience supporting senior executives, founders, CIOs, or leadership teams.
• Familiarity with investment management, wealth management, or advisory firm operations.
• Experience coordinating projects across multiple departments.
• Exposure to investment committee processes, strategic planning, advisor support, or marketing coordination.
• Experience working with Salesforce or similar CRM/project management platforms.
• Experience assisting with executive-level project coordination and organizational initiatives.

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Core Competencies

• Executive presence and professionalism
• Organizational leadership and coordination
• Project management and accountability
• Strategic thinking and prioritization
• Communication and relationship management
• Problem-solving and adaptability
• Confidentiality and discretion
• Process-oriented mindset
• Ability to manage competing priorities efficiently

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Position Characteristics

This role is ideal for someone who thrives in a dynamic environment and enjoys balancing executive support responsibilities with strategic coordination, advisor team support, project management, operational involvement, and organizational leadership support.

The successful candidate will be highly organized, proactive, resourceful, detail-oriented, and capable of helping drive initiatives forward across multiple areas of the firm while supporting the CEO in a broad range of leadership responsibilities.