Executive Administrative Assistant

Overview

We are partnering with our client, a leading private equity firm, in their search for an experienced Executive Administrative Assistant to support senior leadership within its New York office. This role will provide high-level administrative and operational support to senior executives while also overseeing day-to-day office management responsibilities.

The ideal candidate is highly organized, proactive, and comfortable operating in a fast-paced, professional environment where discretion, attention to detail, and strong communication skills are essential.

Key Responsibilities

Executive Support

• Manage complex calendars and scheduling for senior executives, including internal meetings, investor interactions, and travel logistics
• Coordinate domestic and international travel arrangements, including detailed itineraries and last-minute changes
• Process expense reports and maintain accurate documentation in accordance with firm policies
• Prepare meeting materials, presentations, and briefing documents for internal and external meetings
• Serve as a liaison between executives, internal teams, portfolio companies, investors, and external advisors

Team & Office Coordination

• Oversee day-to-day operations of the New York office and ensure a well-functioning environment
• Manage office vendors, supplies, facilities, and building relationships
• Coordinate onboarding and offboarding for NY-based employees
• Support planning and execution of office events, meetings, and firm initiatives
• Communicate with team members across offices to ensure seamless coordination and scheduling

Operational & Administrative Support

• Assist with CRM tracking and internal systems used to manage investor and firm activity
• Maintain organized documentation and support reporting or administrative projects as needed
• Coordinate conference calls, video meetings, and cross-functional scheduling
• Identify opportunities to improve processes and enhance overall team efficiency

Qualifications

• 4+ years of experience as an Executive Assistant, Office Manager, or similar role in a professional services environment
• Bachelor’s degree required
• Prior experience in private equity, investment management, finance, or similar preferred
• Strong calendar management and travel coordination experience
• Excellent organizational skills with ability to manage competing priorities
• Strong written and verbal communication skills
• High level of professionalism, discretion, and attention to detail
• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and familiarity with CRM or expense systems preferred

What They're Looking For

• Proactive, solutions-oriented mindset with strong ownership mentality
• Ability to anticipate needs and manage shifting priorities in real time
• Strong attention to detail and reliability in a fast-paced environment
• Highly professional, polished communicator with strong interpersonal skills
• Collaborative team player who enjoys supporting senior leadership and the broader firm