Executive Assistant

Executive Assistant/Scheduler to the Founder

Private Equity Firm | Full-Time | Hybrid

Position Overview

We are seeking a highly experienced, exceptionally organized, and proactive Executive Assistant & Scheduler to support the Founder of a private equity firm. This individual will serve as a trusted partner in managing the Founders time, priorities, schedule, travel, and day-to-day logistics in a fast-paced, high-touch environment.

The ideal candidate has 510 years of experience supporting senior executives , with exceptional expertise in complex calendar management, global scheduling across multiple time zones, travel coordination, and executive logistics. They are intuitive, resourceful, responsive, and able to anticipate needs before they arise.

This role requires a high degree of discretion, sound judgment, adaptability, and responsiveness outside traditional business hours, including evenings and weekends, when the Founders schedule or priorities require attention.

The successful candidate will bring a modern, technology-forward approach to executive support, including strong proficiency with AI tools to improve efficiency, streamline workflows, and proactively manage competing demands.

This is a hybrid position requiring three days per week in the office and two days working from home .

Key Responsibilities

Executive Calendar & Schedule Management

• Own and proactively manage the Founders complex, dynamic calendar, ensuring priorities are appropriately balanced and conflicts are anticipated and resolved.
• Coordinate meetings, calls, appointments, and professional commitments across multiple time zones.
• Exercise sound judgment when prioritizing requests, managing competing demands, and protecting the Founders time.
• Anticipate scheduling conflicts, identify opportunities to optimize the calendar, and proactively recommend solutions.
• Maintain real-time awareness of schedule changes and communicate updates clearly and promptly to all relevant parties.
• Ensure the Founder is fully prepared for meetings through thoughtful coordination of agendas, materials, briefing notes, and follow-ups.
• Coordinate with investment, operations, administrative, and other internal teams to ensure the Founders schedule aligns with firm priorities.

Travel & Logistics

• Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, itineraries, and related logistics.
• Manage last-minute travel changes and unexpected disruptions with urgency, composure, and attention to detail.
• Build comprehensive, accurate itineraries that account for time zones, transit times, meeting locations, and schedule contingencies.
• Maintain a forward-looking view of upcoming commitments and proactively address logistical needs before they become issues.

Proactive Executive Support

• Serve as a reliable first point of coordination for the Founders scheduling and logistical needs.
• Demonstrate strong intuition and the ability to anticipate needs, recognize potential issues, and act independently within established parameters.
• Respond promptly to time-sensitive requests, including those that arise outside standard business hours and on weekends.
• Remain flexible as priorities evolve, managing changes without losing sight of the broader schedule or critical commitments.
• Handle sensitive information and communications with the highest level of confidentiality and professionalism.

AI, Technology & Workflow Optimization

• Demonstrate familiarity with AI tools and a practical understanding of how to apply them to executive support.
• Use AI-enabled tools, where appropriate and approved, to improve scheduling efficiency, organize information, streamline research, and reduce administrative friction.
• Identify opportunities to automate repetitive tasks, improve workflows, and create more efficient systems for managing calendars, travel, and communications.
• Stay current with emerging productivity technologies and recommend tools or processes that enhance executive effectiveness.

Qualifications & Experience

• 510 years of experience providing executive-level support to a founder, CEO, senior executive, principal, or similarly demanding leader.
• Demonstrated expertise in complex calendar management and executive scheduling across multiple time zones.
• Significant experience coordinating domestic and international travel and managing detailed logistics.
• Strong proficiency with Microsoft Outlook or equivalent calendar platforms, along with modern productivity and collaboration tools.
• Practical experience using AI tools to enhance productivity, organization, and workflow efficiency.
• Demonstrated discretion and experience handling confidential, sensitive, and high-priority matters.
• Ability to work independently, exercise sound judgment, and make decisions confidently in a fast-moving environment.
• Strong interpersonal skills and a demonstrated ability to collaborate effectively with other support staff and cross-functional teams.
• Flexibility to respond to time-sensitive needs outside traditional business hours, including evenings and weekends.
• Ability to work a hybrid schedule consisting of three days in the office and two days working from home .

Compensation: $125,000 base