We are looking for a highly skilled and proactive Executive Assistant to support the Chief Operating Officer (COO) and the Director of Human Resources (DHR) in a fast-paced, mission-driven financial services organization. This role requires exceptional organizational abilities, strong design sensibility, and proven expertise in managing virtual meetings and events.

This is not a traditional administrative role—strong PowerPoint, design, and virtual meeting and event coordination skills are a top priority.

Who We Are

At the Insured Retirement Institute (IRI), we have a fantastic team committed to our mission of championing retirement security for all Americans. We are seeking an exceptional Executive Assistant with at least five (5) years of experience supporting C-level executives, preferably within an association, membership organization, or marketing team.

In this role, you will provide top-level administrative support to our executives, ensuring seamless coordination of calendars, meetings, schedules, email correspondence, travel arrangements, and expense reporting. As a trusted gatekeeper, you will manage priorities, handle sensitive information with discretion, and anticipate business needs. Your expertise extends to event planning, report creation, and executive correspondence. Whether taking meeting minutes for committee meetings, managing webinar logistics, planning meetings, or negotiating vendor contracts, you thrive under pressure and consistently deliver results. If you excel at organization and proactive problem-solving, this is the perfect opportunity.

The ideal candidate is business-savvy, highly skilled in time management, and adept at prioritizing tasks to keep executives focused and productive. Success in this role requires a self-starter who approaches challenges with urgency and minimal guidance. You anticipate the needs of the COO and DHR, proactively identifying issues that require escalation while keeping leadership well-informed. Your ability to problem-solve efficiently and drive solutions with an outcome-oriented approach sets you apart. Additionally, you must be proficient in creating PowerPoint presentations that effectively communicate key information in a polished and professional manner. A strong business acumen, eagerness to learn.

This position is ideal for someone eager to work in a mission-driven, small-team setting within a dynamic industry. You are flexible, highly organized, and proactive, with a strong sense of ownership and accountability. Working 100% remotely, this role requires a high level of professionalism, cross-functional collaboration, and communication with key business leaders and internal stakeholders.

Key Responsibilities

Executive Support: Provide high-level administrative support including calendar management, travel coordination, and meeting preparation for senior executives.
Presentation Design: Create and format visually compelling PowerPoint presentations that communicate strategic messages with clarity and impact.
Virtual Meeting & Event Management: Coordinate and manage virtual meetings, webinars, and internal/external events—handling logistics, agendas, technology platforms, and follow-up.
Design & Document Preparation: Assist in the development of branded materials, reports, and internal communications using tools such as PowerPoint, Canva, and Adobe Acrobat.
Project & Task Coordination: Track deadlines, manage task lists, and assist with special projects requiring cross-functional coordination and attention to detail.

Key Qualifications

Highly proficient in Microsoft PowerPoint, with demonstrated ability to create visually compelling, creative, and professional presentations and documents tailored to diverse audiences
Skilled in coordinating and managing virtual meetings across platforms such as Zoom, Teams, and others, ensuring seamless setup, execution, and troubleshooting
Highly organized with excellent attention to detail and follow-through
Highly skilled in tools such as Microsoft Office Suite, Canva, or Adobe tools
Strong verbal and written communication skills
Ability to manage multiple priorities in a fast-paced environment
Demonstrates a high level of discretion and integrity in handling sensitive and confidential information

Preferred Qualifications

Prior experience supporting C-level executives
A highly skilled administrative professional with 5+ years of relevant administrative experience, ideally working in a trade association, non-profit, or marketing department
Familiarity with event platforms and scheduling tools
Excellent organizational and calendar management skills
Strong understanding of business priorities
Ability to meet tight deadlines while managing multiple requests
Exceptional verbal and written communication skills
Tech-savvy problem solver, highly skilled in Microsoft Office Suite, database systems, and event virtual tools
Forward-thinking problem solver who actively seeks opportunities and proposes solutions
Confident, enthusiastic, reliable, and honest
Commitment to continuous improvement
Experience with budgets and expenses
Experience with planning meetings, conference, and special events
Professionalism with dealing with all levels of staff, both inside and outside of IRI
Bachelor’s degree preferred or equivalent administrative experience
Available for occasional travel, with advance notice.

This role involves close collaboration with team members to facilitate activities and projects. The ability to work independently while maintaining a strong sense of ownership and customer service is highly valued.

Work Environment

Must have regular access to a quiet, professional workspace for working during normal business hours.
Our team values flexibility and provides accommodations where possible to ensure a productive work setup.

Compensation and Benefits

Our compensation and benefits address a wide range of personal priorities and needs, giving employees the assurance that their health and wellness are equally important to us. IRI offers medical, dental, vision, PTO, 401(k) plan, life insurance, short-term and long-term disability insurance, generous work/life balance programs (e.g., remote work, floating holidays, summer Friday hours, and volunteer service hours) and a commitment to professional development.

Ready to bring your expertise to a meaningful role? Apply today! We’d love to meet you.

Equal Employment Opportunity Employer

The Insured Retirement Institute (IRI) is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by applicable law.

Please note: IRI conducts background checks on all candidates.

Principals Only.

Insured Retirement Institute

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