Executive Assistant

A financial services company in Greenwich, CT is looking for an Executive Assistant to support the Founder/CEO. This is a high-velocity, execution-focused role for an experienced administrative professional who thrives on fast turnarounds, complex international and domestic travel logistics, and white-glove service standards. The role reports to, and works in close partnership with, the Executive Business Partner, and also works with an existing Executive Assistant as part of a tight executive support team. This is a hybrid role: in office Monday–Thursday, with Fridays remote. The in-office hours are 9-6, but a 24/7 mentality is required, and evenings, weekends, and ad-hoc availability are a regular part of the rhythm. Key Responsibilities: Executive Support: Calendar management across time zones including high-volume reschedules, same-day shifts, and complex multi- party scheduling threads. Arrange domestic and international travel including private aviation (NetJets and similar), commercial premium cabins, ground transport, and luxury accommodations. Build detailed multi-leg itineraries, manage travel requirements, and partner with the CEO’s outside luxury travel agency on personal and family trips. Coordinate non-business travel and life logistics — family trips, anniversary travel, weddings, restaurant reservations, yacht charters, Doctor appointments, day-to-day in-office needs (lunch runs, deliveries), and concierge requests — at times working directly with the CEO’s spouse, adult children, and outside vendors with discretion. Support quarterly board meetings, including scheduling across global time zones, securing AV/Zoom, and providing on-site support (printing, room readiness, etc.). Code, submit, and reconcile CEO expenses through Concur, including private aviation, international travel, and high-volume corporate card activity. Manage CEO logins, passwords, and subscription renewals across business and personal accounts, keeping credentials current and securely organized. Provide seamless backup to the Executive Business Partner during travel and PTO and absorb overflow scheduling and follow-through for other senior executives during peak periods. Support planning and on-the-ground execution of leadership offsites, internal team events, and high-stakes external meetings hosted by the CEO. Discretion: Handle confidential information with absolute professionalism. Office Management Assist in maintaining a professional, polished office environment day to day, with particular attention to executive-facing spaces and conference rooms. Support vendor relationships, office supplies, equipment, and facilities needs in coordination with the EBP and Administrative team. Greet CEO's visitors with warmth, polish, and discretion; handle incoming calls and direct inquiries professionally. Maintain organized office systems, contact records, and operational documentation. Support catering, AV, and on-site logistics for leadership meetings and internal functions hosted in the office. Qualifications 5–7+ years supporting C-suite or founder-level executives, ideally in private equity, investment management, sports/media, or another fast‑paced, deal‑driven environment. Demonstrated experience coordinating complex international travel, including private aviation, luxury hotels, multi‑leg itineraries, and ground transport, with the ability to anticipate every detail. Strong fluency managing executive calendars across time zones, including frequent reschedulingand same‑day shifts. Comfort engaging directly with luxury vendors — hotels, concierges, private aviation operators, travel agencies, restaurants — and with executive family members on personal logistics. Service‑oriented, low‑ego, and energized by execution. Highly organized and detail‑oriented, with composure under pressure and the ability to keep many threads moving at once. Comfortable with direct communication in a fast‑paced environment. Patient with ever‑changing scheduling and inconsistency across scheduling. Changes happen rapidly and often; the ideal candidate can adjust with patience and kindness and acknowledges this is part of supporting a CEO. Available beyond standard business hours when needed: evenings, weekends, and during executive travel are part of this role’s natural cadence. High level of discretion, integrity, and judgment when handling sensitive information. Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams); Zoom, Familiarity with Apple Products, Concur for expense management; comfort with private aviation portals (e.g., NetJets) and luxury travel platforms. #J-18808-Ljbffr