Executive/Personal Assistant - Founder

Job Title: 2nd Executive Assistant to the Founder

Location: New York City, NY

Job Type: Full-Time, In-Office (5x a week)

About the Firm:

We are a leading, prestigious investment firm based in New York City, renowned for our high-level financial strategies and top-tier client relationships. We pride ourselves on providing an unparalleled level of service to our ultra-high-net-worth (UHNW) clients. As we continue to grow, we are looking to expand our team with a highly skilled, resourceful, and polished 2nd Executive Assistant to support the Founder.

Role Overview:

As the 2nd Executive Assistant to the Founder, you will be an integral part of a dynamic team. This role requires a 24/7 mentality, as you will be supporting a fast-paced, high-demand environment. You will be responsible for a wide variety of administrative and personal tasks, including but not limited to: managing complex calendars, coordinating extensive travel arrangements, handling personal and professional expenses, and providing overall house management. The ideal candidate will be proactive, detail-oriented, and able to provide exceptional service at the highest level.

Key Responsibilities:

• Calendar & Scheduling Management: Efficiently manage and prioritize the Founder’s time, coordinating internal and external meetings, calls, and appointments with attention to detail and flexibility.
• Travel Management: Plan and coordinate all aspects of travel, including flights, accommodations, ground transportation, and itinerary creation, ensuring that all trips are seamless and executed with a high level of precision.
• Expense Management: Process and track both business and personal expenses, ensuring accuracy and timely submission of reports and reimbursements.
• Household Management: Oversee household operations and ensure the Founder’s home is managed to the highest standard, handling everything from vendor management to personal requests.
• Personal Tasks: Manage a wide variety of personal errands and requests, anticipating needs and delivering with a high level of discretion and care.
• Communication: Draft, proofread, and manage high-level communication on behalf of the Founder, including emails, phone calls, and written correspondence.
• Ad Hoc Projects: Assist with special projects, both personal and professional, as needed.

Qualifications:

• Experience: Minimum of 8-12 years of experience in a similar Executive Assistant or Personal Assistant role, ideally supporting UHNW individuals, executives, or founders within a corporate or investment firm environment.
• Skills:Expertise in managing complex schedules and multitasking effectively.
• Proven ability to handle sensitive and confidential information with discretion.
• High-level communication skills, both written and verbal, with the ability to communicate with senior executives, clients, and vendors professionally and clearly.
• Strong organizational skills with exceptional attention to detail and ability to manage competing priorities.
• Experience in both business and personal expense management.
• Work Ethic: Must possess a “no task too big or too small” mentality with the ability to be flexible and adapt to changing needs at any time.
• Professionalism & Poise: The ability to maintain a polished, calm, and composed demeanor in high-pressure situations.
• Technology: Proficient in Microsoft Office Suite, Google Workspace, and other software tools commonly used in high-level administrative roles.
• Availability: Flexibility to work outside of standard office hours as needed to accommodate the Founder’s needs.

Attributes We Value:

• Exceptional attention to detail and a proactive approach to problem-solving.
• Ability to anticipate needs and think ahead to ensure smooth operations.
• Poise, professionalism, and the ability to work well under pressure.
• Strong relationship-building skills and the ability to maintain discretion in all matters.
• A high degree of flexibility and adaptability in a fast-paced environment.

Why Join Us?

This is a rare opportunity to work at the highest level within a top-tier investment firm, supporting a visionary founder in a fast-paced, dynamic, and rewarding environment. You’ll be part of a tight-knit team where no task is too big or too small, and your contributions will have a direct impact on the firm’s continued success. We offer competitive compensation, comprehensive benefits, and an unparalleled professional experience.