A private investment firm with portfolio companies operating across multiple locations is looking for an Executive Assistant to the CEO/Founder. The firm maintains a highly entrepreneurial, collaborative, and fast-moving environment and has 8 employees. There will be times when the EA is the only one in the office so the assistant needs to be comfortable working alone. The role is hybrid: 4 days in office, 1 day remote. The CEO owns a dog with whom there may be some interaction (the dog does not go into the office – lives at the residence which is close by.)

 

 

About the Job:

¨     Oversee day-to-day office administration, including managing vendor relationships, answering and directing calls, processing incoming and outgoing mail, greeting visitors, and maintaining adequate office and kitchen supplies.

¨     Manage the CEO's business and personal calendar, scheduling, and time priorities

¨     Serve as a “right-hand” partner, ensuring strong relationships and communication across internal staff and external stakeholders

¨     Coordinate domestic and international business and personal travel, including detailed itineraries

¨     Coordinate executive meetings, company events, and off-site planning sessions, including site selection, catering arrangements, preparing and sending invitations and tracking responses, and managing attendee follow-up.  Prepare and distribute meeting materials and correspondence. Attend meetings as requested, capture action items, and monitor follow-up to completion

¨     Support strategic initiatives and special projects for the company and across its portfolio platform, from planning through execution

¨     Maintain confidential business records and files.

¨     Maintain the company’s centralized contact database, including employee, public relations, M&A, investor, vendor, and other key business contacts

¨     Administer the monthly corporate credit card expense-reporting process and facilitate expense reimbursement processing.

¨     Track the CEO’s private investment activities: organizing investment documents, coordinating capital calls, completing and tracking subscription paperwork, obtaining required signatures and monitoring deadlines

¨     Serve as the primary administrative contact for the family’s nonprofit organization, including coordinating charitable contributions, administering scholarship payments and related documentation, managing memberships, and supporting community involvement

¨     Assist with gift purchasing, special events, and family celebrations

¨     Manage personal expenses, receipts, and reimbursement records

¨     Occasional errands

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About You:

¨     Minimum of 5 years of experience supporting a CEO

¨     Experience supporting both executive business operations and personal affairs is strongly preferred

¨     BA/BS from a college or university a plus

¨     Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)

¨     Strong communication skills: written and verbal

¨     Strategic thinker

¨     Understand the importance of confidentiality and trust when supporting a CEO

¨     Dynamic and proactive comfortable in a fast-paced environment.

¨     Polished, professional demeanor and the gravitas to interact with high-level executives

¨     Outstanding communication skills

 

Hours: 9am-5pm

Salary, Benefits (medical, dental vision), Discretionary Bonus, IRA w/employer match, Life Insurance, Paid Vacation