Executive Assistant & Operations Associate

About Obsidian CIO

Obsidian CIO is a boutique OCIO/RIA firm based in New York, providing outsourced investment

management to institutional clients. We're a small, high-performing team where every person

has real impact and direct visibility into how the business runs.

About the Role

We're looking for a sharp, resourceful Executive Assistant & Operations Associate to work

directly with our CEO. This is a broad, hands-on role — part calendar and inbox management,

part project support, part "whatever the business needs this week." We're a small team that

moves fast, and we expect this person to use every tool available — including AI — to get more

done without sacrificing quality. It's a great fit for someone who wants more responsibility than a

typical admin role offers and is looking to grow alongside a lean, fast-moving firm.

What You'll Do

Strategic & Decision-Making Responsibilities

• Independently manage and take ownership of special projects and ad hoc initiatives from start to finish, exercising sound judgment and independent problem-solving with minimal oversight
• Serve as a trusted advisor to the CEO on operational and administrative matters, providing recommendations that are typically implemented without further review
• Select and negotiate with vendors and service providers within an approved budget, with authority to commit the firm to routine agreements
• Act as the primary point of contact and communication liaison for internal and external stakeholders, representing the CEO with discretion and professionalism
• Serve as a central point of coordination across internal teams to ensure the CEO’s priorities are consistently supported
• Investigate and resolve day-to-day operational issues on behalf of the CEO
• Contribute to the development and implementation of internal business processes and policies as the firm builds out its infrastructure

Core & Project Support

• Manage the CEO’s complex calendar — scheduling, prioritizing, resolving conflicts, and coordinating meetings
• Prepare agendas, briefing materials and track follow-ups to completion• Draft and format decks for client meetings, internal updates, and presentations
• Develop project timelines, track milestones, and proactively monitor progress; identify barriers and escalate with recommended solutions
• Provide regular status updates on active projects and maintain project documentation
• As the role grows: take on additional business/operations analysis — tracking key metrics, industry and competitive trends, budget and vendor cost analysis
• Maintain document organization, filing, and strict confidentiality
• Monitor and triage email correspondence with discretion, flagging what needs the CEO’s attention and drafting responses where appropriate
• Coordinate travel arrangements, expense tracking, and other day-to-day administrative tasks
• Coordinate logistics across the team and with outside parties — vendors, partners, scheduling calls and meetings
• Coordinate corporate events, offsites, and executive meetings, overseeing all logistical details
• Perform other operational and administrative duties as assigned

What We’re Looking For

• 4–6 years of experience in an administrative, executive support, or coordinator role — banking, equity sales, or similar fast-paced professional background a strong plus
• Demonstrated ability to exercise independent judgment and take ownership of outcomes, not just tasks
• Genuine interest in growing beyond a traditional EA scope into more strategic, project- based work over time
• Exceptional organizational, prioritization, and multitasking abilities, with strong attention to detail and accuracy
• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint)
• Excellent written and verbal communication
• High level of discretion and sound judgment handling confidential information
• A proactive, anticipatory mindset with a strong sense of ownership — someone who acts rather than waits to be asked
• Collaborative, polished, and team-oriented, able to perform effectively in a dynamic, high-expectation environment
• Bachelor’s degree

Compensation Range:

$80,000-$110,000 annually based on experience

In addition to base salary, this role is eligible for an annual performance bonus. Obsidian CIO also offers a comprehensive benefits package including medical and dental coverage, 401(k) with company match, and paid time off.