Executive Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee intricate, high-volume calendars for multiple executives spanning US and European time zones

• Proactively anticipate and address scheduling conflicts

• Create meeting agendas, compile materials, and verify logistical arrangements

• Arrange and oversee domestic and international travel, including flights, accommodations, and ground transport

• Develop itineraries and modify plans as necessary due to travel changes

• Collaborate with the company's travel management provider to resolve issues, including after-hours as needed

• Prepare, submit, and monitor executive expense reports

• Reconcile corporate card statements and follow up on pending items

• Work alongside Finance to clarify payment inquiries and maintain records for budget oversight and audits

• Collaborate with the CMO's team on executive communication requirements

• Serve as a liaison between executives, internal teams, clients, and external partners

• Manage confidential information with utmost discretion

• Organize key documents, approvals, and signatures across Finance, Legal, and HR departments

• Monitor document status and escalate delays or pending approvals

• Coordinate logistics for team meetings, offsites, and leadership events

• Take and disseminate meeting notes and track follow-up actions

• Provide assistance with broader event management as required

• Manage facilities and office requirements while liaising with vendors and service providers

• Address day-to-day office and facilities challenges

• Process invoices and administrative paperwork

• Maintain filing systems and documentation for the executive team

• Oversee vendor relationships related to support, office, and administrative functions

• Offer ad hoc administrative assistance and support various projects as needed

⛳️ Requirements

• At least three years of experience as an executive assistant, supporting one or more senior leaders

• Demonstrated ability to manage multiple calendars, competing priorities, and fluctuating deadlines

• Experience coordinating across Finance, Legal, and HR, including routing documents for review and signature

• Exceptional written and verbal communication skills

• Capability to work quickly and accurately under pressure or tight deadlines

• High degree of discretion when handling confidential and sensitive information

• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar/scheduling tools

• Familiarity with expense management and travel booking systems, such as Concur or Expensify

• Willingness to occasionally work early mornings or evenings for a global executive team across the US and Europe

• Must reside in the United States; preference for Eastern time zone

• Must possess legal authorization to work in the United States

• Previous experience in a private equity-backed organization is a plus

• Bachelor's degree preferred, though not mandatory

🏝️ Benefits

• Competitive salary and performance incentives

• Comprehensive health and wellness programs

• Opportunities for professional development and career advancement

• Flexible work hours and a collaborative work environment