Executive Assistant

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

📋 Description

• Oversee intricate, high-volume calendars for several executives spanning U.S. and European time zones

• Proactively identify and resolve scheduling conflicts

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

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

• Develop itineraries and modify travel plans as required

• Collaborate with the company's travel management provider to address travel-related issues

• Prepare, submit, and monitor executive expense reports

• Reconcile corporate card statements and address payment inquiries with Finance

• Keep records for budget monitoring and audits

• Work closely with the CMO's team on executive communications

• Act as a liaison among executives, internal teams, clients, and external partners

• Manage confidential information with utmost discretion

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

• Monitor document progress and escalate delays in approvals

• Coordinate logistics for team meetings, offsite events, and leadership gatherings

• Document and distribute meeting notes while tracking follow-up actions

• Assist with broader event management, which includes company conferences and client events

• Manage office and facility requirements

• Engage with office-related vendors, suppliers, and service providers

• Address daily office and facility 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

• Provide ad hoc administrative assistance and support organizational projects

⛳️ 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 changing deadlines

• Experience in coordinating across Finance, Legal, and HR, including the routing of documents for review and signatures

• Exceptional written and verbal communication skills

• Capacity to work quickly and accurately under pressure or tight timelines

• High level of discretion when handling confidential and sensitive information

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

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

• Willingness to work flexible hours, including occasional early mornings or evenings

• 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, but not mandatory

🏝️ Benefits

• Equal Opportunity Employer

• Remote work options available for U.S.-based employees

• Flexibility to operate across U.S. and European time zones

• Occasional early morning or evening work to support the global executive team