Executive Assistant

Job Description

Overview

We are partnering with our client, a leading private equity firm, in their search for an experienced Executive Assistant to support senior leadership within its New York office. This role will provide high-level administrative and operational support to senior executives while also overseeing day-to-day office management responsibilities.

The ideal candidate is highly organized, proactive, and comfortable operating in a fast-paced, professional environment where discretion, attention to detail, and strong communication skills are essential.

Key Responsibilities

Executive Support

• Manage complex calendars and scheduling for senior executives, including internal meetings, investor interactions, and travel logistics
• Coordinate domestic and international travel arrangements, including detailed itineraries and last-minute changes
• Process expense reports and maintain accurate documentation in accordance with firm policies
• Prepare meeting materials, presentations, and briefing documents for internal and external meetings
• Serve as a liaison between executives, internal teams, portfolio companies, investors, and external advisors

Team & Office Coordination

• Oversee day-to-day operations of the New York office and ensure a well-functioning environment
• Manage office vendors, supplies, facilities, and building relationships
• Coordinate onboarding and offboarding for NY-based employees
• Support planning and execution of office events, meetings, and firm initiatives
• Communicate with team members across offices to ensure seamless coordination and scheduling

Operational & Administrative Support

• Assist with CRM tracking and internal systems used to manage investor and firm activity
• Maintain organized documentation and support reporting or administrative projects as needed
• Coordinate conference calls, video meetings, and cross-functional scheduling
• Identify opportunities to improve processes and enhance overall team efficiency

Qualifications

• 5+ years of experience as an Executive Assistant, Office Manager, or similar role in a professional services environment
• Bachelor’s degree required
• Prior experience in private equity, investment management, finance, or similar preferred
• Strong calendar management and travel coordination experience
• Excellent organizational skills with ability to manage competing priorities
• Strong written and verbal communication skills
• High level of professionalism, discretion, and attention to detail
• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and familiarity with CRM or expense systems preferred

What They're Looking For

• Proactive, solutions-oriented mindset with strong ownership mentality
• Ability to anticipate needs and manage shifting priorities in real time
• Strong attention to detail and reliability in a fast-paced environment
• Highly professional, polished communicator with strong interpersonal skills
• Collaborative team player who enjoys supporting senior leadership and the broader firm

The Equus Group is an Equal Opportunity Employer and takes pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion, or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.