A leading financial services firm/family office is hiring an Executive Personal Assistant to support the CEO. You will provide comprehensive personal and professional assistance, anticipate needs, and solve problems with professionalism and confidentiality, in tandem with another Executive/Personal Assistant. The role involves liaising with senior management, coordinating executive outreach, managing external relations, and overseeing special projects. This position requires strong communication, administrative, and organizational skills, good judgment, flexibility, and the ability to manage multiple priorities in a mission-driven environment. You must be able to work collaboratively and independently on a wide variety of projects from start to finish and handle various tasks discreetly, even under pressure.

Responsibilities

• Manages the CEO’s calendar, responding to requests for time and rescheduling when necessary. Makes appointments, schedules domestic and international complex travel arrangements (business and personal), assembles packets of information, and prepares materials including itineraries, contacts, etc.
• Act as a liaison and support to all Executive staff. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including the following: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists.
• Coordinate complex travel schedules and itineraries for both business and personal travel.
• Serve as the primary point of contact for internal and external constituencies on all matters about the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy.
• Work closely with the CEO to keep them informed of upcoming commitments and responsibilities, following up appropriately. Act as a barometer, having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO’s needs in advance of meetings, conferences, etc.
• Act as a gatekeeper providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships. Other projects/duties as assigned.

Ideal Experience

• Bachelor’s Degree required with 7-15+ years of prior C-Suite experience as an executive assistant in a Financial Services and/or Family Office environment.
• Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. Experience in CRM preferred.
• Technical proficiency and problem-solving skills related to IT support and troubleshooting.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• React with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Available after normal working hours at certain times will be required and expected. Punctuality and reliability.
• Thrive in an intense, do-it-yourself, start-up environment.

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