Executive Assistant To Founder & Ceo

Our client, a New York-based investment firm, is seeking a smart, organized, detail-oriented, resourceful, and driven Executive Assistant to provide in-office support to the Founder & CEO. The Executive Assistant will be the main point of contact for all administrative responsibilities including scheduling, travel logistics, meeting requests, and overall time/resource management. This position requires excellent communication skills, flexibility, problem-solving, and a high level of discretion. The ideal candidate will be a facilitator, staying ahead of the curve, anticipating needs, and ensuring accurate information for matters involving the CEO.

Job Details:

COMPANY: Investment Firm

POSITION: Executive Assistant to the CEO

LOCATION: New York, NY (Meat Packing area)

HOURS: 8:30am – 6:00pm (4 days in office/1 remote – they do offer general flexibility)

*This employer requires all individuals physically entering the workplace to be vaccinated for COVID-19 (BOOSTED). In order to comply with the ADA, reasonable accommodation requests will be reviewed on a case-by-case basis in regard to this requirement.

Responsibilities of the Executive Assistant to the CEO:

-Manage professional and personal scheduling for the CEO, including extensive calendar management, travel logistics, meeting scheduling, and executive correspondence.

-Become a source of efficiency and organization beyond schedule management.

-Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.

-Heavy interaction with Chief of Staff, Director of Household, etc. in supporting the CEO.

-Office responsibilities include but are not limited to:

-Making restaurant reservations, booking tickets for events

-Fielding phone calls, flagging emails, organizing contacts into CRM System

-Sending and tracking gifts, birthday presents, thank you notes, etc.

-Conference room preparation

-Reviewing and submitting expense reports

-Travel responsibilities include but are not limited to:

-Overseeing, arranging, and booking all travel and check-ins (including presenting options and alternatives)

-Providing clear, comprehensive travel packs including detailed travel itineraries, logistical confirmations, diplomatic and/or medical clearance, meeting context, etc.

-Forecasting required medical documents, passport pages, and travel visas ahead of international trips (When possible!).

-Coordinating with all stakeholders and thinking through the CEO’s needs and preferences, working to facilitate them or communicate when preferences are not available.

-Create, update, and distribute travel packs that include detailed itineraries, internal/external conference coordination and registration, logistical confirmations, diplomatic and/or medical clearance, etc.

-Comfortable being on call during travel windows for unexpected changes, emergencies etc.

Requirements of the Executive Assistant to the CEO:

-Positive upbeat, positive attitude and work well in a team setting. Familiarity and/or interest in working in an investment management firm is a plus.

-Must be able to work effectively under pressure while supporting a high-profile executive.

-This role requires a high level of confidentiality and integrity.

-Able to easily balance multiple priorities and tasks while working with little supervision/direction, ensuring nothing falls through the cracks, and can quickly shift gears with composure.

-Polished and professional communicator, both written and verbal. Able to exercise good judgment in a diversity of situations and are comfortable interacting with high-level executives.

-Find joy in organizing, problem-solving, and prioritizing tasks to get the most out of a day and proactively seek out opportunities to make valuable contributions and be useful.

-Proficient in MS Office suite (Excel, Outlook, PowerPoint) is a must.

-Experience with other productivity/ communication tools (Slack, Zoom, Airtable, etc) a plus.

-Ability to be in the office at least 4 days per week and reachable on email/cell after hours (the role is 24/7 in nature). Flexible to be in the office when the CEO is in the office.

-Verifications of identity, education, prior employment, and references may be required