Job Description

A prominent Founder and Managing Partner seeks a highly experienced and proactive Senior Executive Assistant to provide seamless administrative support. This role requires an individual with exceptional organizational skills, sharp attention to detail, and the ability to anticipate the Executive’s needs while operating with a strong sense of urgency. The ideal candidate thrives in high-pressure environments, takes initiative, and excels at maintaining structure and efficiency in a dynamic setting. This is a full-time, in-office position, with a Monday–Friday schedule from approximately 9:00 AM to 5:30 PM. The candidate must remain flexible for extended hours as needed and be responsive to urgent requests outside of working hours.

Job responsibilities include, but are not limited to:

• Manage a complex and ever-changing calendar, prioritizing appointments and coordinating all meeting logistics
• Arrange and oversee domestic and international travel, ensuring seamless itineraries and handling all logistics
• Act as a gatekeeper, screening and prioritizing incoming communications, visitors, and requests on behalf of the principal
• Organize and prepare materials for meetings, taking notes, tracking action items, and following up as needed
• Oversee and manage all correspondence, including drafting, editing, proofreading, and maintaining records of written materials
• Maintain and organize digital and physical files, ensuring accurate record-keeping and data management
• Monitor to-do lists, deadlines, and priorities to ensure tasks and projects are completed efficiently
• Manage and improve systems and processes to enhance workflow and productivity
• Provide high-level administrative support, ensuring smooth daily operations across both business and personal matters
• Interface professionally with family, guests, team members, vendors, and external contacts on behalf of the principal
• Oversee vendor coordination and management for office needs
• Manage expenses, including processing reimbursements, purchase orders, and invoices with accuracy and attention to detail
• Support event coordination, gifting, and special projects
• Anticipate the principal’s needs, taking proactive steps to ensure efficiency and organization
• Additional Executive Assistant duties as needed upon request

Requirements:

• Fluent in English with exceptional written, verbal, and phone/email communication skills
• Degree from an accredited college or university preferred but not required
• 15+ years of experience supporting a C-level executive in a similar role
• Excellent references required from both current and previous employers
• Discreet, trustworthy, and able to handle sensitive information with integrity and strong ethics
• Poised, professional, and emotionally intelligent with a high level of discretion
• Highly organized with exceptional multitasking, problem-solving, and attention to detail
• Proactive and resourceful; able to anticipate needs, implement structure, and drive efficiency
• Hands-on and adaptable; takes full ownership of tasks with a “no task is too big or too small” mindset
• Strong ability to work both independently and collaboratively within a team
• Open to feedback with a confident, solutions-oriented approach
• Tech-savvy with proficiency in Microsoft Office, PC, and Mac systems
• Valid driver’s license
• Flexible in scheduling and available to work additional hours, including occasional travel as needed
• Authorized to work in the United States without sponsorship or restrictions

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