Executive Assistant Jobs

Executive Assistant

Beacon Hill

Location:
United States , New York

Category:
Office Administration

Contract Type:
Employment contract

Salary:

200000.00 USD / Year

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Job Description:

Our client, an investment management firm located in Midtown East, Manhattan, is seeking a Temporary-to-Permanent Executive Assistant to support their Founder/CIO. This is a unique opportunity for a high-performing Senior Executive Assistant to excel in a fast-paced, high-expectation environment. In this role, you will work directly with the Founder on all day-to-day operations, including complex calendar and inbox management, global travel planning (both private and commercial), team coordination, and logistics for meetings and high-level events. You will act as the "air traffic controller" for the Founder's time, communications, and movements to ensure seamless execution across multiple time zones and locations. This position is hybrid and requires a true 24/7 mindset. Compensation is up to $200K.

Job Responsibility:

Own the Founder's calendar end-to-end: schedule, prioritize, and sequence meetings to maximize productivity
Protect focus time
resolve scheduling conflicts
anticipate upcoming needs and prepare accordingly
Manage the Founder's inbox: triage messages, flag priorities, draft responses for review, and track follow-ups
Coordinate communications across time zones (e.g., UK, US, Puerto Rico and other geographies), ensuring decisions and action items are clearly captured and closed
Support and coordinate the Founder's professional social media presence (e.g., LinkedIn)
Plan and manage complex domestic and international travel itineraries using both private aviation and commercial options
Coordinate flights, ground transportation, accommodation, restaurant bookings, meeting locations, and contingency plans
Prepare clear travel briefs for each trip (objectives, contacts, timings, addresses, logistics)
Monitor changes and proactively adjust travel, calendar, and stakeholder communications
Organize team gatherings, offsites, and working sessions in different locations (e.g., New York, Puerto Rico, London/Europe): venues, logistics, accommodation, catering, and agendas
Support the smooth running of recurring internal meetings (e.g., weekly team calls): scheduling, invites, basic materials, and follow-ups
Prepare concise briefing notes and agendas for key internal and external meetings
Maintain simple trackers for action items and ensure follow-through from the relevant owner
Help maintain a light personal CRM view for the Founder (key relationships, touchpoints, and follow-ups)
Handle expense reporting, reimbursements, and basic vendor coordination (travel agents, brokers, hotels, restaurants, etc.)
Maintain organized digital filing systems for documents relevant to the Founder (notes, contracts, decks, travel docs)
Support ad hoc personal and professional tasks that reduce friction in the Founder's day-to-day life

Requirements:

3-7+ years of experience as an Executive Assistant, Personal Assistant, or Senior EA supporting a C-level executive or equivalent in a high-performance environment
Proven track record of managing complex calendars, global travel, and multiple stakeholders across time zones
Outstanding organizational skills and extreme attention to detail
able to manage many moving pieces simultaneously
Strong written and verbal communication skills
able to write clear, polished emails and concise briefs
High discretion and professionalism when handling confidential and sensitive information
Proactive, resourceful, and comfortable taking ownership and making decisions within guidelines
Comfortable working in a fast-paced, entrepreneurial, and occasionally ambiguous environment
Willingness to travel occasionally and support the Founder across multiple locations throughout the year

Additional Information:

Job Posted:
December 26, 2025

Employment Type:

Fulltime

Work Type:

Hybrid work

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