Executive Assistant
LocationNew York, NY
Base Salary Range110000 - 120000
Contract TypePermanent
Job ReferenceJOB-42552
TitleExecutive Assistant
COMPANY: Private Equity Firm
POSITION: Executive Assistant
LOCATION: New York, NY (Midtown)
HOURS: 8:30am-5:30pm with flexibility (in office Monday-Thursday, as needed on Fridays)
COMPENSATION: $110-120K DOE + Bonus + Benefits
BACHELOR'S DEGREE: Preferred
Our client, a private equity firm located in Midtown, is seeking an exceptional Executive Assistant to provide high-level, in-office administrative and executive support to the Chief Financial Officer and Office Manager, with backup support for other teams, in order to enhance their effectiveness. This role exercises a high degree of discretion, judgment, and initiative in managing complex calendars, confidential matters, ad hoc projects, and initiatives.
Responsibilities of the Executive Assistant:
-Provide primary executive support to the Chief Financial Officer and Office Manager, serving as a trusted point of contact.
-Manage complex, fast-changing calendars for CFO, prioritizing requests, resolving conflicts, and anticipating scheduling needs.
-Coordinate and manage virtual and on-site meetings and events, including logistics, agendas, catering and meeting materials.
-Prepare, edit, and proofread polished materials and correspondence using Microsoft PowerPoint, Word, and Excel, including drafting communications on behalf of executives.
-Handle highly confidential and sensitive information with the utmost discretion.
-Process and reconcile invoices for vendors and CFO’s expense report, and coordinate with the finance team on approvals and deadlines.
-Communicate and follow up on requests, action items, tracking open items for overall office needs liaising with Building Management & Security.
-Serve as a liaison between executives, the administrative and business management teams, and external contacts and vendors.
-Serve as welcoming, professional first point of contact for visitors and guests.
-Work closely with the Office Manager and the administrative team to alleviate workload.
-Manage subscriptions, publications, and professional memberships for the office.
-Maintain organized electronic and hard-copy files and records; print, copy, and scan materials as needed.
-Maintain, stock, refill and order office supplies, kitchen supplies, snacks / beverages for the kitchens
-Assist with ad hoc projects and initiatives and identify opportunities to improve administrative and office processes.
-Plan and coordinate domestic and international business travel arrangements for the CFO.
-Responsible for understanding and complying with firm policies and procedures while performing the role outlined above.
Requirements of the Executive Assistant:
-Bachelor's degree preferred
-Minimum of 7 years of progressively responsible administrative experience, including at least 3 years supporting C-level or senior executives.
-Financial services experience preferred.
-Advanced level MS Word, Excel, Outlook, SharePoint and PowerPoint; familiarity with Concur, Adobe, and DocuSign, Claude preferred.
-Excellent verbal and written communication skills.
-Exceptional discretion and the ability to maintain strict confidentiality.
-Exceptional; judgment, composure, and interpersonal skills when interacting with senior executives, investors and visitors.
-Highly organized with strong attention to detail; able to prioritize and multi-task in a fast-paced environment.
-Must be able to work both independently and as a team and adapt to various needs
-Strong critical thinking and decision-making capabilities.
-Must demonstrate self-confidence and the ability to interact with senior level management throughout the firm and with external partners.
-Ability to anticipate needs and solve problems proactively and independently.
-Flexibility to work extended hours for time sensitive matters as needed.