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Boutique Private Equity firm focused in the media and communications space is seeking a highly skilled Executive Assistant to provide high-level administrative support to the firm’s executives and senior leaders. This role requires 5 days on-site form 9am-6pm with reachability after-hours as needed. exceptional organizational skills, discretion, and handling various tasks with limited supervision.
The Executive Assistant will act as a primary point of contact between the executives and internal/external stakeholders, ensuring smooth communication and effective workflow. This individual will also play a key role in anticipating needs, managing competing priorities, and ensuring seamless execution of day-to-day operations. This position requires a high degree of competence, adaptability, and the ability to work collaboratively with colleagues at all levels of the organization. The ideal candidate will be able to anticipate needs and take initiative, demonstrating proactivity and a forward-thinking mindset.
Key Responsibilities:
- Calendar Management: Schedule and manage the executives’ appointments, meetings, and events. Coordinate with other team members to ensure alignment of schedules and priorities, proactively manage scheduling conflicts and shifting demands., and follow up on action items as needed.
- Email and Communication: Screen, prioritize, and respond to emails promptly. Maintain clear and efficient communication channels.
- Travel Arrangements: Plan and coordinate complex travel arrangements, including flights, accommodations, and itineraries. Ensure that all travel plans align with the executive’s schedule and preferences and be able to adjust plans in real time as needed.
- Document Management: Organize and maintain documents, files, and records, ensuring easy access to important information and data.
- Expense Management: Manage and reconcile expense reports, invoices, and reimbursements for the executives. Maintain accurate records of expenses.
- Stakeholder Liaison: Act as a liaison between the executives and internal/external stakeholders, such as portfolio company executives, partners, and team members. Handle inquiries and requests professionally.
- Confidentiality: Maintain the utmost discretion and privacy when dealing with sensitive information and matters.
- Prioritization: Serve as gatekeeper. Help the executives prioritize tasks and manage their time effectively. Identify and address urgent matters promptly.
- Continuous Improvement: Suggest and implement process improvements to enhance the executives’ productivity and efficiency.
- General Administrative Support: Assist with additional administrative duties and special projects as needed, contributing to team operations and supporting evolving business priorities.
Qualifications and Experience:
- Bachelor’s degree preferred.
- Proven experience as an executive assistant or in a similar administrative role.
- Proficiency with MS Office (Word, Excel, Outlook, PowerPoint).
- Must operate with a sense of urgency.
- Strong sense of responsibility and capacity to complete tasks swiftly and accurately with minimal supervision.
- Ability to anticipate needs and take initiative.
- Excellent written and verbal communication skills.
- Exceptional organizational and time-management abilities.
- Strong attention to detail and problem-solving skills.
- Ability to handle multiple tasks simultaneously and work under pressure.
- Discretion and professionalism when dealing with sensitive information.
- Adaptability and a willingness to learn and grow in the role.
- Team-oriented attitude.
- Demonstrates a “no task is too big or too small” mindset.
- Strong interpersonal skills and the ability to work effectively with diverse personalities.
Compensation & Benefits:
- Base up to 165K + Bonus
- Great benefit packages through Aetna
- 3 weeks summer working remote
- Free lunch everyday
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