Senior Executive Assistant to the Director Needed

Job Description

Job Description

About the Opportunity

We are a growing private equity firm seeking a highly experienced Executive Assistant to serve as a trusted partner to the Director and support priorities across multiple business units.

This role requires sound judgment, exceptional organization, discretion, and the ability to anticipate needs. You will manage the details that keep the Director focused, prepared, and able to move business priorities forward—from complex scheduling and communications to coordinating projects and ensuring commitments are fulfilled.

The ideal candidate has supported senior executives in a demanding environment, takes ownership without constant direction, and brings structure and consistency to a busy executive office.

Key Responsibilities

Executive Support and Priority Management

• Manage the Director’s calendar with a clear understanding of business priorities, deadlines, and preparation needs.
• Resolve scheduling conflicts, protect time for critical work, and ensure the Director is prepared for meetings and commitments.
• Maintain priorities, assignments, and deadlines in Asana, ensuring tasks have clear owners and timely follow-through.
• Anticipate needs, identify potential problems, and present practical solutions before issues escalate.
• Provide concise updates on outstanding decisions, approaching deadlines, and items requiring the Director’s attention.
  

Communication and Relationship Management

• Manage multiple email accounts, organize incoming communications, and distinguish urgent matters from routine requests.
• Draft and send professional emails, texts, and other correspondence on behalf of the Director with appropriate judgment and authorization.
• Serve as a professional point of contact for clients, business partners, vendors, and internal leaders.
• Maintain consistent follow-up with key relationships and ensure commitments are documented and completed.
• Handle sensitive business, financial, and personal information with strict confidentiality.
  

Meetings and Business Coordination

• Coordinate meetings, prepare agendas and supporting materials, and confirm that business unit leaders provide necessary information in advance.
• Capture key decisions and action items, assign follow-up responsibilities, and track completion.
• Coordinate projects and special initiatives across business units, keeping stakeholders informed and deadlines visible.
• Organize documents, records, and executive materials so information is accurate and readily accessible.
  

Travel, Financial Administration, and Special Projects

• Arrange business travel, including flights, accommodations, ground transportation, and detailed itineraries; manage changes as needed.
• Process invoices, organize receipts, track expenses, and coordinate timely payments through established approval procedures.
• Coordinate business loan applications by gathering documentation, tracking requirements, and following up with lenders and internal stakeholders.
• Research relevant grant opportunities and coordinate application submissions for eligible business units.
• Provide occasional personal administrative support and manage other special assignments as needed.
  

Required Experience and Qualifications

• At least 7 years of progressive executive assistant experience , including substantial experience directly supporting a founder, CEO, president, or comparable senior executive.
• Demonstrated success managing complex calendars, executive communications, travel, and competing priorities.
• Experience supporting multiple businesses, departments, or major initiatives simultaneously.
• Excellent written and verbal communication skills, with the ability to prepare polished correspondence on an executive’s behalf.
• Strong judgment regarding confidentiality, urgency, escalation, and professional boundaries.
• Exceptional attention to detail and a reliable system for tracking commitments through completion.
• Ability to work independently, make decisions within delegated authority, and recognize when executive input is needed.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel, and experience using Asana or a comparable project management platform.
• Comfort learning new software and improving administrative workflows.
  

Preferred Qualifications

• Experience in real estate, private lending, financial services, or another business involving confidential financial information.
• Experience supporting an entrepreneur or executive overseeing multiple companies.
• Familiarity with expense reporting, financial documentation, and business financing applications.
• Experience creating procedures and systems that improve executive efficiency.
  

What Success Looks Like

• The Director’s calendar reflects business priorities, and meetings are well prepared.
• Important communications receive timely, professional responses.
• Tasks and commitments are tracked accurately and completed without repeated reminders.
• Business unit leaders receive clear coordination and consistent follow-up.
• Potential issues are identified early, with thoughtful solutions presented.
• Confidential information is handled carefully, and the executive office operates with consistency and professionalism.