Executive Assistant to VP of Strategy %26 Operations

Executive Assistant To VP Of Strategy & Operations

A leading investment and strategic advisory firm backed by a prominent private equity investment platform is seeking an Executive Assistant to provide primary support to the VP of Strategy & Operations, with backup support for the CEO. The position is split between New York City and Greenwich, CT, with approximately three days in New York and two days in Greenwich. The primary EA responsibilities involve sophisticated calendar management, travel coordination, expenses, presentations, and executive support. The backup CEO responsibilities require a high level of discretion and expertise in complex scheduling and domestic and international travel, including private aviation.

Candidates must have a minimum of 5+ years of applicable experience supporting senior executives in private equity, investment management, financial services, or another highly demanding corporate environment and a Bachelor's is strongly preferred/required. They should be incredibly polished, professional, intelligent, flexible, proactive, possess excellent interpersonal and communication skills (both verbal and written), and comfortable operating with a high degree of urgency, discretion, and autonomy. This is an excellent opportunity for someone who enjoys working at the intersection of executive support, strategy, and complex business operations in a dynamic, fast-paced environment!

Responsibilities:

• Provide primary executive administrative support to the VP of Strategy & Operations, with backup support for the CEO.
• Manage a complex and constantly changing calendar of meetings, calls, and travel.
• Proactively coordinate appointments and anticipate scheduling needs.
• Build strong relationships with clients and internal stakeholders to facilitate scheduling.
• Manage competing priorities while maintaining exceptional accuracy and attention to detail.
• Coordinate across multiple time zones and ensure schedules are appropriately planned.
• Partner with the firm's travel agency to arrange domestic and international transportation and accommodations.
• Prepare clear, detailed, and concise travel itineraries.
• Manage timely and accurate expense submissions and reimbursements.
• Partner with the CFO to ensure expenses comply with applicable policies.
• Track expenses and outstanding reimbursements.
• Assist with PowerPoint presentations and executive-level materials.
• Maintain visibility into and track key client priorities and follow-ups.
• Seamlessly provide coverage for the CEO's Executive Assistant during absences, travel, and high-volume periods.
• Manage a fast-changing executive calendar and quickly adjust priorities as circumstances change.
• Coordinate complex domestic and international travel, including commercial and private aviation.
• Work with FBOs and other aviation-related logistics as needed.
• Create highly detailed travel itineraries incorporating ground transportation, time-zone changes, and international travel requirements.
• Remain highly responsive during executive travel and resolve last-minute disruptions, cancellations, and schedule changes.
• Provide calm, solutions-oriented support during high-pressure situations.

Required Qualifications:

• Minimum 5+ years of Executive Assistant or senior administrative experience, ideally supporting senior operational leaders and/or C-suite executives.
• Experience in private equity, investment management, financial services, or another fast-paced, high-performance environment strongly preferred.
• Proven experience managing complex executive calendars and sophisticated domestic and international travel.
• Experience with private aviation and FBO logistics is highly desirable.
• Advanced proficiency with Microsoft 365, Outlook Calendar, Microsoft Teams, and relevant travel or project-management systems.
• Exceptional organizational skills and meticulous attention to detail.
• Ability to anticipate needs, exercise sound judgment, and operate independently.
• Highly adaptable with the ability to shift quickly between routine executive support and urgent, high-priority matters.
• Excellent written and verbal communication skills.
• Polished executive presence and confidence interacting with senior executives, clients, investors, and portfolio-company leadership.
• Exceptional discretion and ability to handle confidential information.
• A calm, resourceful, and solutions-oriented approach under pressure.

If you meet the required qualifications and are interested in this role, please apply today.

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