Executive Assistant

The Executive Assistant will support and report to the Chief Compliance Officer (CCO) and provide administrative support to the Compliance Office. Duties include managing the CCO's calendar and meeting requests; coordinating meetings and preparing meeting materials; documenting decisions, minutes, and action items; managing correspondence and confidential records; tracking deadlines and follow-up activities; and supporting office administration, onboarding, travel, and other operational needs.

Major duties and responsibilities include but are not limited to:
• Schedule and manage the Chief Compliance Officer's extensive calendar of internal and external meetings. Coordinate meeting requests, correspondence, executive communications, participants, logistics, agendas, briefing materials, and scheduling conflicts; prepare and distribute meeting materials; and record meeting minutes or summaries as assigned.
• Provide general administrative and executive support to the CCO and the Compliance Office. Organize and prioritize requests; prepare routine correspondence; proofread and format documents, presentations, and communications; coordinate review, signature, and approval routing; and maintain contact and distribution lists. Maintain administrative trackers for policy reviews, training activities, reporting deadlines, audit and regulatory requests, assigned corrective actions, and other Compliance Office commitments; monitor due dates and status; request updates from assigned owners; and elevate unresolved deadlines, dependencies, or barriers.
• Provide administrative support for committees, work-groups, and other governance activities supported or led by the CCO. Coordinate meetings, agendas, materials, attendance tracking, minutes, decision records, and action-item follow-up; and maintain governance documentation, records, and committee or work-group archives in accordance with applicable records-retention requirements.
• Maintain confidential Compliance Office records and administrative workflow documentation.
• Responsible for processing in-state and out-of-state travel requests for the Compliance Office. This includes submitting travel justifications for approval, processing the travel claims once travel is complete, and submitting for Director approval and financial reimbursement.
• Process and coordinate approved travel, registration, invoice, supply, and equipment requests.
• Support Compliance Office information, communication, executive reporting, and administrative continuity needs. Assemble routine status updates, dashboards, briefing materials, and executive reports using information supplied and validated by responsible owners; review materials for completeness, consistency, formatting, and timely submission; and highlight overdue items, unresolved dependencies, and decisions requiring the attention of the CCO or appropriate Compliance Office lead. Maintain approved communication materials, shared administrative resources, templates, and continuity documentation.