Position Summary The Executive Assistant provides high-level administrative support to the Co-Chief Executive Officer (CEO) and the Corporate Development team. This individual is responsible for managing schedules, coordinating meetings and travel, preparing materials, and providing day-to-day administrative support to help the Co-CEO and Corporate Development team operate the business efficiently. There will be need to be close collaboration with the Executive Assistant that supports the other Co-CEO in the Wellesley, MA office. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced environment with changing priorities. This position requires professionalism, sound judgment, and the ability to handle confidential and sensitive business information.
Key Responsibilities
CEO Support · Manage the CEO’s calendar, including scheduling and coordinating internal and external meetings. · Coordinate domestic and international travel arrangements, itineraries, accommodations, and transportation. · Proactively manage scheduling conflicts, changes, and meeting priorities. · Prepare and organize meeting materials, presentations, correspondence, and other documents. · Coordinate meetings and communications with senior executives, board members, investors, business partners, and other external stakeholders. · Assist with meeting logistics and follow-up items as needed. · Process expense reports, invoices, and other administrative documentation. · Maintain executive files, contacts, and other confidential information. · Coordinate executive meetings, dinners, events, and off-site activities. · Provide general administrative and project support to the CEO as needed. Corporate Development Support · Provide administrative support to members of the Corporate Development team. · Coordinate internal and external meetings related to acquisitions, investments, partnerships, and other strategic initiatives. · Manage calendars and assist with travel arrangements for members of the Corporate Development team. · Coordinate meetings and communications with investment banks, advisors, consultants, legal counsel, potential acquisition targets, and other external parties. · Assist with the preparation, formatting, and organization of presentations, meeting materials, and other documents. · Help coordinate diligence meetings, management presentations, and other transaction-related activities. · Maintain organized electronic files and assist with document management for active and prospective transactions. · Process expense reports and invoices and provide other administrative support to the team. · Coordinate day-to-day administration of the 8-person NYC office space · Assist with special projects and team initiatives as needed.
Qualifications
· Bachelor’s degree preferred or equivalent combination of education and relevant experience. · 5+ years of Executive Assistant or senior-level administrative support experience preferred. · Prior experience supporting a CEO, C-suite executive, or other senior leader strongly preferred. · Experience supporting multiple executives or a team in addition to a senior executive preferred. · Experience in financial services, private equity, investment banking, corporate development, professional services, or a similar fast-paced corporate environment is a plus. · Strong experience managing complex calendars, executive travel, and meeting coordination. · Exceptional organizational and time-management skills with strong attention to detail. · Ability to prioritize multiple requests and adapt quickly to changing schedules and business needs. · Excellent written and verbal communication skills. · Strong judgment, professionalism, and discretion when handling confidential and sensitive information. · Proactive, resourceful, dependable, and able to work independently. · Strong interpersonal skills and ability to interact professionally with senior executives and external stakeholders. · Proficiency with Microsoft Outlook, Word, PowerPoint, and Excel. Work Environment This is a full-time, in-office position based in New York City. Regular and reliable in-office attendance is an essential component of the role given the position’s direct support of the Co-CEO and Corporate Development team. Flexibility outside of normal business hours may occasionally be required based on executive travel, meetings, transaction activity, and other business needs.