As the Executive Assistant, you will play a critical role in ensuring that the day-to-day operations of our C-suite executives run smoothly and efficiently. The successful candidate will be a forward-thinker with strong initiative, capable of anticipating needs and solving problems before they arise. You will manage complex calendars, coordinate high-level meetings, and handle confidential communications, making this a pivotal role in our firm's success.
Key Responsibilities
Calendar Management:
Manage multiple complex calendars for C-suite executives, including scheduling meetings, appointments, and high-priority engagements.
Proactively anticipate scheduling conflicts and handle last-minute changes with efficiency and grace.
Ensure executives are prepared for meetings, providing necessary materials in advance.
Strategic Planning & Initiative:
Act as a forward-thinking partner, anticipating the needs of the executives and initiating action to address potential issues.
Provide timely follow-ups on pending items, ensuring executives are informed and able to focus on strategic priorities.
Participate in strategic planning, assisting executives in prioritizing tasks, projects, and deadlines.
Meeting Coordination:
Organize and coordinate executive meetings, board meetings, and off-site events, including agenda preparation, minute-taking, and action item follow-up.
Ensure all necessary documentation, reports, and presentations are prepared and distributed ahead of time.
Travel Management:
Arrange domestic and international travel, including flights, accommodations, and transportation.
Prepare detailed itineraries and manage travel-related expenses.
Communication Liaison:
Serve as the primary point of contact for the executives, managing communications with internal and external stakeholders.
Handle confidential and sensitive information with utmost discretion and professionalism.
Special Projects & Problem-Solving:
Assist with ad hoc projects as needed, conducting research, preparing reports, and managing initiatives.
Solve problems quickly and creatively, often with little direction or oversight.
Expense Management:
Manage executives' expense reports, ensuring timely submission and accuracy.
Track and manage financial budgets related to travel, office operations, and other executive expenditures.
Qualifications
Education:
Bachelor's degree in Business Administration, Finance, Communications, or a related field preferred.
Experience:
Minimum of 5+ years of experience as an Executive Assistant, preferably supporting multiple C-suite executives in a fast-paced environment, ideally within the financial or private equity sector.
Skills:
Proven ability to manage complex calendars and competing priorities with a high level of organization.
Strong critical thinking, initiative, and the ability to anticipate needs before they arise.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with experience in managing digital collaboration tools (e.g., Zoom, Slack).
Ability to work independently with minimal supervision and handle multiple projects simultaneously.
High level of professionalism, discretion, and attention to detail.
Preferred Qualifications
Experience working in a private equity firm, investment banking, or a high-stakes corporate environment.
Familiarity with project management tools and software.
Ability to thrive under pressure and adapt to the changing needs of executives.