Executive Assistant with light PA

Our client, a private equity firm, is seeking a hardworking Executive Assistant with light Personal Assistant duties to support the CEO. The ideal candidate will be a true culture carrier, a right-hand gatekeeper type and team player.   This is an excellent role for someone looking for a calm, strategic, thoughtful EA role that works for and alongside a kind, reasonable, high performing CEO!  This is a healthy, exciting work environment with low turnover.

COMPANY: Private Equity

POSITION: Executive Assistant (w/ light PA)

LOCATION: NYC (Midtown)

OFFICE REQUIREMENTS: 4 days in office, 1 day remote or 5 days in if candidate prefers

HOURS: 8:30 AM – 5:30 PM (can be flexible on start time if needed!) with availability for after-hours responsiveness as needed

COMP: $125k-180k base

DEGREE: Bachelor’s Degree preferred

Responsibilities of the Executive Assistant:

-Maintain an integrated professional/personal calendar; publish daily and weekly look-ahead briefs

-Proactively resolve conflicts; re-sequence priorities with minimal disruption

-Coordinate personal appointments alongside business commitments without double-booking (Haircuts, Dr appts etc)

-Act as liaison internally and externally; draft, refine, and send communications on behalf of the CEO

-Manage inbox triage with clear follow-ups; summarize threads and action items; ensure timely responses

-Coordinate multi-party scheduling and logistics; confirm details and close loops

-Own end-to-end travel (commercial/charter), hotels, ground, and detailed itineraries

-Manage special arrangements (e.g., helicopter/corporate jet) and guest/crew coordination

-Verify time zones, connections, documents/visas, and contingencies; flag issues early

-Prepare briefs with goals, attendees, bios, background, open issues, and recommended next steps

-Distribute pre-reads and agendas; ensure locations, links, and AV/room setups are ready

-Capture decisions and action items; circulate concise summaries

-Drive logistics for special initiatives (office build-outs, vendor projects, events)

-Track tasks across teams; nudge owners; maintain simple dashboards/checklists

-Plan conferences/offsites: registration, travel, lodging, materials, and post-event wrap

-Manage visitor access, security lists, and facilities coordination with building/IT

-Support expenses, reimbursements, basic POs/vendor onboarding, and document execution

-Maintain organized digital files, contacts, and templates for repeatable workflows

-Manage confidential communications and documents across personal, financial, and legal domains

-Coordinate family logistics (healthcare appointments, memberships, sensitive travel) discreetly

-Exercise sound judgment on what to escalate, when, and with which options

-Assist with philanthropic endeavors / events

Requirements of the Executive Assistant:

-Bachelor’s Degree preferred

-Calm operator in high-intensity settings

-Extreme attention to detail and reliable follow-through

-Anticipatory mindset: intuit needs, surface options, and adapt quickly as priorities shift

-Clear, concise communicator who asks clarifying questions and closes loops

-Prioritization & triage skills (what must happen now vs. later, who needs to know)

-Independent judgment: low oversight, high ownership—no micromanagement required

-Team-first partner: primary coverage for the CEO while stepping in to support others when needed

-Growth mindset: seeks feedback and builds better systems over time

-Strong written communication: crisp emails, clear summaries, error-free docs

-Systems builder creates checklists, templates, and simple trackers (travel, meetings, events)

-Tech fluency: Outlook/Google calendar, Teams/Zoom, Excel/Sheets, PowerPoint/Slides; quick to learn new tools (travel, expenses, e-signature, visitor management)

-High EQ & executive presence with senior stakeholders

-Uncompromising discretion & integrity across personal, financial, and legal matters.