Executive Assistant

COMPANY: Investment Firm
POSITION: Executive Assistant
LOCATION: New York, NY – 4x a week in office
HOURS: 8:30AM - 5:00PM with flexibility as needed
COMPENSATION: $100-150K DOE + Bonus Eligible + Benefits
BACHELOR’S DEGREE: Required

Our client, a leading private investment firm, is seeking a skilled and professional Executive Assistant to provide comprehensive support to senior stakeholders in their New York office. This role offers the opportunity to partner closely with leadership in a dynamic, fast-paced environment where attention to detail, sound judgment, and adaptability are paramount. The Executive Assistant will be responsible for managing complex calendars, coordinating domestic and international travel, preparing materials for high-level meetings, and serving as a key liaison for internal and external communications. The ideal candidate will be proactive, resourceful, and solutions-oriented, with the ability to maintain the highest level of professionalism and discretion. This position is best suited for a polished individual who thrives on balancing multiple priorities, enjoys collaborating with other Executive Assistants to ensure seamless coverage, and embraces a “no task too big or too small” mindset. This is a unique opportunity to contribute meaningfully to a top-tier investment firm while honing your expertise in executive-level support.


Responsibilities:

• Coordinate comprehensive travel arrangements, including booking flights, accommodations, and ground transportation, while ensuring all required documentation (e.g., visas, itineraries, confirmations) is accurate and up to date.
• Provide extensive calendar management support by scheduling and prioritizing meetings, interviews, and conferences on behalf of senior stakeholders, while proactively anticipating potential conflicts and adjustments.
• Manage and triage incoming communications such as calls, emails, and correspondence by drafting professional responses, prioritizing urgent matters, and ensuring timely follow-through.
• Prepare, submit, and reconcile expense reports in compliance with company policies and deadlines.
• Organize and assemble briefing materials, presentations, and supporting documents in advance of meetings to ensure stakeholders are fully prepared.
• Support leadership and teams with ad hoc projects, research, and strategic initiatives, demonstrating flexibility and resourcefulness.
• Collaborate closely with fellow Executive Assistants to provide seamless coverage and consistent support across the team.
• Contribute to a proactive, solutions-oriented environment, embracing a “no task too big or too small” mindset to ensure accuracy, efficiency, and smooth daily operations.

Requirements:

• Bachelor’s degree.
• Exceptional attention to detail with strong organizational skills and a proven ability to follow through on tasks and projects.
• Demonstrated ability to handle highly sensitive information with discretion and maintain the utmost confidentiality at all times.
• Adaptable and resilient, able to pivot seamlessly in response to shifting priorities, urgent requests, and unforeseen circumstances.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) with hands-on experience using Concur, and a strong aptitude for quickly mastering new software and technology tools.
• Resourceful problem-solver with the ability to identify challenges, evaluate options, and implement effective solutions in a timely manner.
• Consistently maintains a polished and professional demeanor, fostering positive relationships and representing the organization with credibility and integrity in all interactions.