Executive Assistant to Chief Executive Officer

Executive Assistant to the Chief Executive Officer (Part-Time | Remote with Travel)

About Quad-A

The Association of African American Financial Advisors (Quad-A) is the leading professional membership organization dedicated to advancing African American financial advisors and affiliated professionals. Since 2001, Quad-A has partnered with financial institutions, HBCUs, universities, regulatory organizations, and industry leaders to strengthen the pipeline of diverse financial professionals while improving financial literacy and access to quality financial planning.

Our mission is to increase the representation of African American financial advisors, advocate for diversity within the financial services profession, and empower communities through education, leadership, and strategic partnerships.

Executive Assistant to the CEO

Quad-A is seeking an exceptional Executive Assistant to serve as the right hand to our Chief Executive Officer.

This is not a traditional administrative role. We are looking for someone who thrives in a fast-paced environment, anticipates needs before they arise, keeps multiple priorities moving simultaneously, and ensures nothing falls through the cracks.

The ideal candidate is highly organized, proactive, detail-oriented, technologically savvy, and comfortable supporting a CEO whose schedule changes quickly. This individual will interact regularly with corporate executives, board members, strategic partners, universities, sponsors, and members nationwide.

Travel is required for conferences, board meetings, and executive meetings.

* Manage a complex and rapidly changing executive calendar

* Coordinate meetings across multiple time zones

* Prioritize requests and competing deadlines

* Prepare meeting agendas, presentations, and executive briefing materials

* Take detailed meeting notes and track action items

* Draft professional correspondence and executive communications

* Maintain complete confidentiality

Travel & Logistics

* Coordinate domestic travel arrangements

* Book flights, hotels, ground transportation, and itineraries

* Manage travel changes in real time

* Process and reconcile expense reports

Administrative Operations

* Organize digital files and documentation

* Maintain contact databases and executive records

* Coordinate virtual meetings and board meetings

* Assist with project management and organizational initiatives

* Track deadlines and ensure timely follow-up on deliverables

Communications

* Draft and edit executive emails

* Monitor follow-up items

* Coordinate communication with corporate partners, sponsors, universities, and members

* Maintain professionalism in all interactions

Technology & AI

The ideal candidate embraces technology and enjoys using AI to improve efficiency.

Experience with (or willingness to learn):

* Microsoft Office 365

* Google Workspace

* Canva

* Canva AI

* ChatGPT

* Zoom

* CRM platforms

* Project management tools (Asana, Monday.com, ClickUp, Trello, or similar)

Qualifications

Required

* 5+ years supporting a CEO, Executive Director, President, or C-suite executive

* Exceptional organizational and multitasking skills

* Outstanding written and verbal communication

* Strong note-taking and meeting documentation experience

* Excellent attention to detail

* Proven ability to manage multiple competing priorities

* Ability to work independently with minimal supervision

* High level of professionalism, discretion, and confidentiality

* Reliable internet and remote work experience

* Willingness to travel several times throughout the year

Preferred

* Experience supporting a nonprofit, association, or membership organization

* Conference and event coordination experience

* Canva and AI experience

* Financial services industry experience

* Basic budgeting and expense reconciliation experience

Who You Are

You are:

* Exceptionally organized

* A proactive problem solver

* Highly responsive and dependable

* Calm under pressure

* Comfortable working directly with senior executives

* Tech-savvy and eager to leverage AI

* A strong communicator

* Detail-oriented and accountable

* Able to anticipate needs rather than wait for direction

Position Details

* Part-Time (20–30 hours per week)

* Remote

* Travel required

* Flexible schedule with occasional evening and weekend availability during conferences and events

* Competitive hourly compensation based on experience

If you are passionate about supporting executive leadership, enjoy creating order from complexity, and want to make an impact within a mission-driven national organization, we’d love to hear from you.

To Apply: Please submit your resume along with a brief cover letter describing why you’re the ideal candidate for this role.