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Vista Capital Partners · 2 hours ago

Executive Administrator

Portland, OR

Full-time

Hybrid

Senior Level

7+ years exp

Vista Capital Partners is a wealth management firm that focuses on building happier and more prosperous lives for its clients. They are seeking an Executive Administrator to provide high-level administrative and operational support to the Executive Committee, primarily the CEO, while managing complex priorities and coordinating cross-functional initiatives.

Asset ManagementFinanceFinancial Services

No H1B

Responsibilities

Manage the day-to-day administrative needs of the CEO, including calendar management, meeting coordination, and correspondence, with additional support provided to the EC members

Anticipate, assess, and proactively manage the CEO’s daily priorities to ensure preparedness for internal and external meetings and events

Serve as a liaison between the CEO, EC members, Board of Directors, and internal stakeholders

Attend EC meetings and Board of Directors meetings; document meeting notes, track action items, and ensure follow-through. Attend additional meetings as needed

Draft, review, prioritize, and send written communications on behalf of the CEO, including internal/external emails, presentations, talking points, and social media posts

Prepare, reconcile, and submit expense reports for the CEO

Coordinate travel arrangements for the CEO

Assist with the preparation of EC and Board meeting materials, leadership offsites, company-wide events, and firm communications

Interface regularly with the Chief Operating Officer, Chief People Officer, Chief Growth Officer, and Chief Client Officer to support execution of executive priorities and alignment with annual initiatives and firm vision

Partner with the Marketing & Brand Manager on select communications, projects, presentations, and events

Serve as back-up to the Experience Manager, ensuring smooth day-to-day office operations

Support the Experience Manager with event planning and coordination (e.g., culture events, team-building activities, client or partner-facing events)

Qualification

Executive support experienceCommunication skillsOrganizational skillsMicrosoft Office SuiteRelationship-buildingJudgmentResourcefulnessAdaptability

Required

7–10 years of administrative experience, including at least 5 years supporting executive leadership (financial or professional services experience preferred)

Demonstrated discretion, emotional intelligence, and exceptional written and verbal communication skills; able to confidently represent executives in meetings and correspondence

Outstanding organizational skills, attention to detail, and the ability to manage multiple priorities while adapting quickly to shifting needs

Proven ability to work independently, handle confidential information, and build strong relationships across the organization

Comfortable with ambiguity; proactive, curious, and solutions-oriented, continually seeking ways to improve efficiency and executive effectiveness

Proficient with computers and software packages, including CRMs and Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

Ability to work onsite up to five full days per week, as dictated by the CEO's schedule and executive support needs

Must have the legal right to work in the United States. At this time, Vista is unable to provide visa sponsorship

Employment is contingent upon successful completion of a background and credit check, conducted in accordance with applicable law