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 / additional discretionary bonus
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
-Verification of identity, education, prior employment, and references may be required