Position Overview:

We are seeking a highly proactive, strategic, and exceptionally organized Executive Assistant to serve as a critical partner to our Chief Executive Officer (CEO). This role transcends traditional administrative support; you will be a key leverage point for the CEO to support operational execution and ensuring the CEO's time is optimized for maximum impact. The ideal candidate is a trusted confidante, a master orchestrator, a thoughtful gatekeeper, and possesses the business acumen to contribute meaningfully to executive-level priorities.

Key Responsibilities:

Strategic Support & Planning:

• Proactively identify potential conflicts, roadblocks, or opportunities related to strategic initiatives and flag them for the CEO.
• Act as a sounding board for the CEO, providing thoughtful feedback and perspective when appropriate.
• Assist in the planning and coordination of strategic planning sessions and executive offsites.
  
  
  

Execution & Project Management:

• Develop and maintain systems to organize and prioritize critical tasks and projects for the CEO and executive team.
• Manage special projects assigned by the CEO, driving them from conception through execution and completion, often coordinating across multiple departments.
• Track action items arising from executive meetings, ensuring accountability and timely follow-up from relevant stakeholders.
• Facilitate communication between the CEO and key internal/external stakeholders to ensure alignment and drive progress on initiatives.
• Assist in drafting and disseminating key communications on behalf of the CEO.
  
  
  

Executive Operations & Support:

• Manage the CEO's complex and dynamic calendar with a strategic lens, prioritizing meetings and commitments based on organizational goals and CEO objectives.
• Act as a gatekeeper, triaging requests, and ensuring the CEO's time is protected and allocated efficiently.
• Coordinate sophisticated domestic and international travel arrangements, including detailed itineraries and logistical support.
• Organize and execute seamless executive leadership team meetings, including agenda preparation, material distribution, minute-taking, and follow-up.
• Event management for large and small scale meetings including townhalls, annual investor meetings, and offsites.
• Track communication (and be extremely responsive) across multiple channels without losing any details (chanels include in-person meetings, virtual video and phone calls, project management systems, text messages and/or emails).
• Handle confidential information with the utmost discretion and professionalism.
• Anticipate the CEO's needs and proactively address them to ensure smooth day-to-day operations.
• Provide direction and leadership to others to ensure efficient and effective execution and completion of work.
  
  
  

Personal Support:

• Liaise with family members for personal travel and give support as requested.
• Property bookings for friends and family.
• Property management – billing and payments, property insurance, scheduling maintenance.
• Vehicle management – registration, renewals, insurance, and scheduling maintenance as needed.
• Document management for the family including passports and driver licenses.
• Membership renewals and management.
• Track and manage political contributions and charitable donations.
• Manage gifting and thank you notes.
• Manage detailed guest lists for events and holiday cards.
• Ad hoc projects as requested.
  
  
  

Job Requirements:

• Minimum [5-7]+ years of experience as an Executive Assistant supporting C-level executives, preferably a CEO, in a fast-paced environment.
• Proven experience managing projects and driving initiatives with multiple stakeholders.
• Exceptional organizational and time-management skills with meticulous attention to detail.
• Outstanding written and verbal communication skills; ability to draft professional correspondence and reports.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Visio).
• Demonstrated ability to handle confidential information with discretion and exercise sound judgment.
• Proven ability to anticipate needs, be proactive, and solve problems independently, often with little direction and with strong communication to the CEO.
• Superior organizational skills, attention to detail and an ability to be proactive and anticipate needs.
• Must operate with a high level of discretion and maintain confidentiality.
• Ability to maintain composure while working in a fast-paced environment requiring constant adjustment and reprioritization.
  
  
  

Preferred Qualifications:

• Experience with project management tools (e.g., Asana, Trello, Monday.com) is a plus.
• Experience working in Private Equity, Financial Services, Hospitality or related sector.
• Experience working in a high-growth startup or similarly dynamic environment.