Our Client:
Our client is a distinguished financial services firm based in New York City, known for its disciplined investment philosophy, rigorous attention to detail, and a high-performance culture rooted in professionalism, discretion, and trust. The client is seeking an exceptional Executive Assistant to support a senior executive whose schedule, priorities, and responsibilities are complex, high-stakes, and ever-evolving. This is a role for someone who brings a refined sense of judgment, business acumen, and foresight—not just administrative skill.
Position Overview:
This is not a reactive position. The ideal candidate is a forward-thinking, highly capable Executive Assistant who understands how to anticipate needs, manage priorities with discernment, and protect an executive’s time with vigilance and common sense. You will be entrusted with managing an intensive calendar, coordinating frequent travel, and ensuring that every minute of the executive's day is purposeful. Your ability to think multiple steps ahead, assess what truly matters, and communicate with clarity will be essential.
Key Responsibilities:
- Strategically manage and prioritize a demanding, fast-moving calendar—understanding what deserves access, and protecting the executive’s time accordingly
- Coordinate complex domestic and international travel, including flights, accommodations, ground logistics, and meeting scheduling across time zones
- Prepare detailed itineraries and ensure the executive is fully briefed ahead of all engagements
- Act as gatekeeper and liaison between the executive and internal/external stakeholders—diplomatically managing communications and access
- Draft and edit high-level correspondence, meeting agendas, and presentation materials with precision and polish
- Prepare and reconcile accurate and timely expense reports
- Exercise sound judgment under pressure, balancing urgency with accuracy
- Maintain discretion and confidentiality at all times
- Proactively manage follow-ups, deadlines, and commitments, ensuring nothing falls through the cracks
- Support special projects and strategic initiatives as needed
What Success Looks Like in This Role:
- You don’t just execute—you think. You consider the second and third-order effects of each decision
- You understand that a C-suite meeting with an investor carries more weight than internal check-ins—and you schedule accordingly
- You bring urgency when it matters most, but never at the expense of accuracy or quality
- You communicate crisply, anticipate problems before they arise, and remove friction wherever possible
- You maintain a composed, polished demeanor—even when juggling competing demands or tight timelines
Qualifications:
- Bachelor’s degree preferred
- Minimum of 3–5 years of high-level executive support experience, ideally in financial services, private equity, or a similarly demanding professional environment
- Mastery of complex calendar management, travel coordination, and executive logistics
- High integrity, excellent judgment, and a business-minded sense of prioritization
- Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with tools like Concur, Zoom, and Slack is a plus
- Strong written and verbal communication skills, with exceptional attention to detail
- Discreet, serious-minded, and thoughtful in both execution and interaction
- A proactive approach with high emotional intelligence and natural situational awareness
