Executive Assistant to CEO

About the role

We are seeking a highly organized and detail-oriented Executive Assistant to provide dedicated support to Guillermo Trias, Chief Executive Officer (CEO). The ideal candidate will be proactive, resourceful, and skilled at managing multiple priorities while handling sensitive information with discretion and have very high emotional intelligence.

Fluency in Spanish is a requirement for this role, as it involves close, daily interaction with the CEO and a variety of international stakeholders.

This role involves managing key administrative tasks including travel coordination, expense reporting, calendar management, document execution, and event coordination for offsite meetings. The Executive Assistant will ensure the smooth operation of the CEO’s activities in a fast-paced, collaborative environment.

This role also supports several companywide initiatives that span multiple departments and contribute to operational efficiency and employee engagement. These include overseeing the Digital Mailroom project, managing State Registrations, coordinating employee surveys, handling Tax Notices, and organizing Wavemakers Lunch & Learns to foster cross-team learning and collaboration.

Bilingual fluency in Spanish and English is required for this role.

What you'll do

Scope of the role may evolve to include management of the Executive Assistant team.

Travel Coordination:

• Manage the CEO’s travel itineraries, including flight bookings, hotel accommodations, ground transportation, and other logistics.
• Ensure travel plans are seamless, efficient, and cost-effective, accommodating last-minute changes.
• Update calendars with all travel details and communicate relevant information in advance.

Expense Reporting and Budget Management:

• Accurately track and report on the CEO’s expenses using Ramp, ensuring that all transactions are properly categorized and documented.
• Prepare and submit timely expense reports in line with company policies.
• Add clear, concise memos for each expense in Ramp to ensure proper context and audit readiness.
• Ensure that receipts and supporting documentation are in place and compliant with reimbursement requirements.

Calendar Management:

• Efficiently manage the CEO’s calendar, coordinating meetings, appointments, and events.
• Prioritize appointments and resolve scheduling conflicts.
• Organize internal and external meetings, ensuring materials are prepared in advance.
• Adjust calendar schedules as needed for urgent matters.

Document Execution and Signature Management:

• Coordinate the preparation, distribution, and execution of documents requiring the CEO’s signature, including contracts and other high-priority paperwork.
• Utilize DocuSign and IronClad to manage and track the execution and workflow of digital agreements and approvals.
• Ensure timely completion, accurate recordkeeping, and efficient follow-through.

Stakeholder Communication:

• Build positive relationships with clients, vendors, and partners on behalf of the CEO.
• Draft and send communications professionally, with fluency in both English and Spanish.

Event Coordination for Offsite Meetings:

• Plan logistics for offsite events involving the CEO, including venue selection, transportation, accommodations, and catering.
• Coordinate meeting spaces, equipment, and catering for in-person gatherings.
• Work closely with internal teams and vendors to ensure seamless execution.
• Manage timelines and budgets.

Follow-Up on Meetings and Action Items:

• Track and follow through on key decisions and action items post-meetings.
• Conduct post-event evaluations and gather feedback for improvements.

Qualifications

Education:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred. Equivalent professional experience in an executive support role will also be considered.

Experience:

• Minimum of 5 years of experience in a similar executive support role.
• Prior experience in the ETF or financial services industry is a plus.

Skills and Competencies:

• Fluency in Spanish and English is required.
• Proficiency in Microsoft Office Suite and productivity tools.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• High attention to detail and discretion with sensitive information.
• Experience in handling expenses, travel, document signing, and event coordination.
• Familiarity with DocuSign, IronClad, and other document workflow tools is a plus.
• Ability to work independently with minimal supervision and collaborate in a team environment.

We are prioritizing candidates who are located within proximity to Chicago, IL; Milwaukee, WI; New York City, NY; and West Palm Beach, FL.