Executive Assistant

Our client, a prominent private equity firm in Greenwich, CT, is seeking a diligent, proactive, and highly organized Executive Assistant to support a team of senior investment professionals. This role will provide comprehensive administrative support across complex calendar management, meeting coordination, travel, expense reconciliation, and a variety of business and occasional personal requests. The ideal candidate will have experience working in a professional environment, exceptional attention to detail, and the ability to anticipate needs, manage competing priorities, and proactively identify issues before they arise. This is an excellent opportunity for a collaborative, low-ego professional who enjoys working in a small office environment and is willing to pitch in wherever needed.

COMPANY: Private Equity Firm
POSITION: Executive Assistant
LOCATION: Greenwich, CT
HOURS: 9am-5pm with flexibility outside of working hours
OFFICE REQUIREMENTS: 4 days in office / 1 day remote, with flexibility to work 5 days in office as needed
COMPENSATION: $100-125K Base + Bonus + Benefits
BACHELOR'S DEGREE REQUIRED: Yes

Responsibilities of the Executive Assistant:
-Support five senior investment professionals, including coordinating their travel and expense reconciliation in Ramp
-Business travel coordination using the Navan platform (as requested)
- Confirm reservations, change reservations as needed, arrange hotels, car service or rental cars as needed, obtain receipts for expense report. Pro-actively plan upcoming travel by looking ahead at the calendar and suggesting flights to start the conversations.
-Process out-of-network medical claims as requested.
-Maintain weekly written calendar for senior leadership extending at least until the end of the next month (or end of year at their request)
-Maintain a Weekly Updates Document that shows:
-Call status (pending/confirmed)
-Meeting status (pending/confirmed)
-Other outstanding issues/discussions
-Upcoming Conferences
-Upcoming Travel (send email with info to appropriate team members when new travel is added or changed)
-Process signature requests and forward/follow up as needed.
-Meeting scheduling/rescheduling/reconciling conflicts (board meetings for all portfolio companies, standing meetings, ad hoc requested). Both at the request of the internal team and external portfolio companies (daily). Coordinate meetings and Board meetings attended by multiple partners or coordinate directly with the appropriate partner to schedule meetings.
-Monitor emails and reach out/set up/send out meeting invitations including Zoom links as appropriate (daily)
-Monitor partners’ calendars for scheduling conflicts and alerting them so they can address the issue prior to the meeting time (daily)
-Expense reconciliation – work in the Ramp program to reconcile and allocate expenses from business travel and other expenses. The goal is to have all expenses allocated by the end of the quarter so the portfolio companies can be properly billed.
-Licensing & new account Requests (sporadic) – assist with licensing and new account processes including, but not limited to, arranging for signatures, fingerprints, current bios, background checks, especially for liquor licensing
-IT Liaising/Helpdesk support - Work with internal team members as requested to provide troubleshooting and serial numbers/other computer help as requested (as needed)
-Calendar review (daily) – thoughtfully review calendar, making sure no conflicts, materials needed have been received, location or dial in is included, track attendees, etc.
-Send weekly reminders: Airtable, computer maintenance, etc.
-Review the week to see if any deals/calls/emails etc. fell through the cracks and update the partners (weekly)
-Work with internal team members onboarding new associates (email distribution lists, update Outlook so they have all company contacts on day 1, travel info sheets, Acceptable Use Agreement, other docs as needed, order headsets, create their Outlook contacts and distribute so the existing team has the new associates’ contact info from day 1, add them and their numbers to the National Car Rental account, etc.) (every 1–2 years as needed)
-Personal support for Partners (sporadic)
-Follow up on insurance claims
-Send flowers
-Arrange car service for family members (as requested)
-Drop off packages
-Coordinate phone service for travel outside US
-Other requests as needed
-Set up monthly/bi-monthly meetings for the year including dial in or Zooms as requested/adjusting when necessary (per requests)
-Helping ad hoc – be available to pitch in and help whenever needed
-Run to post office/FedEx as needed
-Monitor and Book Conferences / hotel rooms (i.e. partners need to be booked months in advance to get a room at a decent rate at conferences, etc.)
-Back up for other members of the administrative team during vacation/sick days as requested
-Maintain company calendar as requested
-Work on logistics for travel as requested. Find locations/maps of sites for itineraries when partners are traveling. Make sure they arrive in time and have time to travel between meetings
-Schedule recruiting interviews with partners/send Zoom invitations as requested (every year or two)
-Assist with legal billing allocation as requested
-Maintain (as well as possible) list of Portfolio Company Board Members
-Update and maintain list of employee contacts/travel info sheets/etc.
-Submit expense reimbursement requests as requested for out-of-pocket expenses (sporadic)
-Help schedule annual reviews on the calendar (annually)
-Dissect outside counsel monthly bills and send to team members for approval. Track where the bill is in the approval process. Once they are approved, liaise with outside counsel to let them know they are okay to send the bills to the portfolio companies for payment or advise the appropriate internal team member that it is okay to pay and help confirm allocations are as confirmed
-Generally seek office solutions that make sense
-Coordinate bios/photos for partners when speaking at conferences
-Policy Compliance enforcement – let the partners know when they are exceeding company travel policy
-Special projects – help with some personal requests including personal family travel booked with miles, or other requests as needed (infrequent)

Requirements of the Executive Assistant:
-5-10 years of Executive Assistant or relevant administrative experience within a professional environment
-Bachelor's degree required
-Experience within financial services is a plus, but not required
-Proficient in Microsoft applications (Word, Outlook, PowerPoint, Excel)
-Polished and professional demeanor with excellent communication and interpersonal skills
-Exceptional organizational skills with the ability to manage multiple calendars, priorities, and deadlines simultaneously
-Extremely proactive with the ability to anticipate needs, identify potential issues, and take initiative
-Excellent attention to detail and strong follow-through
-Hands-on problem solver with a low ego and a team player mentality
-Ability to work effectively in a small office environment and pitch in wherever needed
-Comfortable handling both professional and occasional personal requests
-Consistently maintain discretion and confidentiality on all fronts
-Desire for a long-term permanent position
-Verification of identity, education, prior employment, and references may be required