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Executive/Personal Assistant 

By

JOB ID: EB-2988037858

Send your resume to [email protected] with the job id

 

Position:

Executive/Personal Assistant 

Attractive Factors:

  • Fun/collaborative team
  • Exposure to their many high-profile clients
  • Fantastic benefits package (M/D/V covered 100%, 401k matching, wellness stipend, personal education allowance and commuter benefits program)

The Opportunity: Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to support a Firm Co-Founding Partner as part of their administrative team. This Partner has with a highly demanding and dynamic schedule, that periodically spans across time zones. This position will handle core personal and administrative assistant duties as well as a wide array of other responsibilities including special ad hoc projects. The ideal candidate must be exceptionally responsive, available to handle tasks and communications outside of regular business hours, possess a keen eye for detail, and thrive in a fast-paced environment. Confidentiality, sound judgment, and effective multitasking are imperative to success, as this role will offer a unique opportunity to engage heavily and directly with both a Co-Founding Partner as well as with the teams of some of the world’s most prominent leaders and influencers. 

Principal Responsibilities:

  • Arrange, confirm, reschedule, and follow up on appointments
  • Liaise with the Family Office team, external partners, and outside boards on behalf of the Partner in a highly prompt and professional manner
  • Manage, coordinate, and liaise with vendors and contractors as needed
  • Maintain a contact list of vendors and service providers
  • Create and maintain a spreadsheet of seasonal tasks and vendor list; ensure completion at the appropriate time
  • Maintain housing manual with updated information
  • Research various activities, events, and travel destinations and homes
  • Understand the geography of the Partner’s travels
  • Plan domestic and international travel arrangements; arrange hotel and ground transportation
  • Support the planning and organization set-up requirements for Partner-hosted events
  • Process mail and coordinate with the Family Office and administrative team
  • Reconcile expenses; assist with bill paying and invoice tracking / management for the homes alongside the Family Office and administrative teams
  • Manage and update a current database that includes friends, business contacts, and relatives to include phone numbers, addresses, birthdays, and other special events
  • Prepare correspondence and ghost writing; includes drafting and editing emails and other communications on partner’s behalf
  • Maintain an inventory of supplies; restock as needed
  • Maintain vehicles and service schedule
  • Assist with household projects and maintaining residence for Partner

Qualifications:

  • The ideal candidate is highly organized and detail-oriented with prior household management experience, as well as resourceful, discreet, and highly responsive, even outside of regular business hours
  • Candidates must have experience managing multiple properties
  • Travel Flexibility: Willingness to travel approximately 20% of the time to Los Angeles
  • Organization & Time Management: Exceptional organizational skills with the ability to multitask
  • and prioritize effectively
  • Communication: Strong verbal and written communication skills, with a polished and professional demeanor
  • Discretion & Trust: High level of integrity and discretion in handling confidential information
  • Tech Savvy: Comfortable with technology and able to manage digital calendars, communications, and travel apps
  • Problem-Solver: A proactive and resourceful individual who can anticipate needs and provide
  • solutions before they arise
  • Team Player: Someone who enjoys working closely with a supportive team, values collaboration, and thrives on building positive relationships with colleagues

October 22, 2024

Executive Assistant

By

JOB ID: EB-7542066931

Send your resume to [email protected] with the job id

Location: Midtown, Manhattan

Hours: Monday – Friday 9am – 6pm ET, including a one (1) hour break – to be coordinated with the broader New York EA team

Days in office: Monday, Tuesday, Wednesday, Thursday (lunch provided on in office work days)

Work from Home days: Friday, if personal circumstances have indicated that WFH can be accomplished successfully, plus 10 flex WFH days/year currently offered

Benefits: robust healthcare plan for employees and dependents; vision and dental care; 401k plan; 15 PTO days

 

RESPONSIBILITIES:

  • Own and manage high-volume calendaring with attention to various time zones, internal and external attendee inclusion or exclusion on invite details in alignment with standard framework and preference of the executives
  • Liaise with high level executives and/or their support from external companies to manage small and large meetings, board scheduling and additional executive support (board materials, committees, documentation requiring review/execution, etc.)
  • Communicate professionally with Limited Partners “LPs”, Portfolio Companies “PCs”, prospective company management teams, industry peers, internal colleagues and other senior leaders, exercising the utmost discretion at all times
  • Manage all aspects of domestic and international travel including booking air/ground transportation and hotel, in addition to scheduling meetings, events, arranging meal reservations, checking and re-checking for possible changes
  • Manage phone calls/messages and screening on behalf of executives
  • Create and submit expense reports on a timely basis, reconciling with monthly credit card statements – liasing with company Finance Department
  • Manage and enter executives’ activity into internal CRM (DealCloud)
  • Manage upkeep and edits of executives’ contacts
  • Back-up of other executive support colleagues
  • Ad hoc projects and participation in various firmwide requests and events

QUALIFICATIONS/REQUIREMENTS:

  • At least three years of relevant corporate work experience with a preference for exposure to private or growth equity firms supporting multiple senior level professionals with busy and complex schedules
  • Professional demeanor and interactions with individuals at all levels – internal and external
  • Detail oriented, relentless follow-up to ensure nothing slips through the cracks
  • Possesses confidence and strong organizational and project management skills with the ability to seamlessly multi-task while taking ownership of the Executive Assistant role
  • Strong written and verbal communication skills, as well as being an active listener
  • Ability to prioritize workflow and independently work efficiently while being comfortable asking questions, when in doubt
  • Intuitive and a quick thinker capable of asking “that next question” – anticipating the unexpected
  • Team oriented and pro-active contributor
  • Evidence of history maintaining discretion with all sensitive information
  • A self-starter who remains calm under pressure
  • Proficient in Adobe, MS Office – emphasis on Outlook, Excel, Word and PowerPoint
  • Based within reasonable commuting distance to New York Midtown office with the ability to work in the office 4 days per week (Mon-Thurs) and the ability to be in the office an additional/5th day per week if required; company currently allows for remote work on Fridays, although this is subject to change
  • Bachelor’s degree preferred

 

September 6, 2024
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