Executive Assistant and Personal Office Manager (to CEO)

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.