Executive Assistant, Boutique FS Firm

Job Description

Job Description

Position Summary

A boutique financial services firm in Greenwich, CT is seeking a highly organized, proactive, and polished Executive Assistant to provide high-level administrative support to senior members of the firm.

This individual will serve as a trusted partner to the executive team, managing complex schedules, coordinating meetings and travel, facilitating communication, and ensuring executives are prepared for internal and external engagements.

The ideal candidate thrives in a fast-paced, entrepreneurial environment and is comfortable managing multiple priorities with a high degree of urgency, discretion, and attention to detail. This individual must be able to anticipate needs, exercise sound judgment, and interact professionally with senior executives, clients, investors, and other external stakeholders.

Key Responsibilities

• Manage complex and frequently changing executive calendars, including internal meetings, client meetings, investor calls, and external engagements.
• Coordinate meetings across multiple executives, organizations, and time zones while proactively identifying and resolving scheduling conflicts.
• Arrange domestic and international travel, including flights, hotels, ground transportation, itineraries, and last-minute changes.
• Prepare executives for meetings by coordinating schedules, materials, logistics, and relevant information in advance.
• Serve as a professional point of contact between executives and clients, investors, business partners, and other external stakeholders.
• Monitor scheduling and communications to ensure important requests, meetings, and follow-up items are addressed promptly.
• Coordinate conference calls, virtual meetings, client meetings, dinners, and other business events.
• Prepare and process expense reports, invoices, and other administrative documentation.
• Assist with the preparation, formatting, and distribution of presentations, correspondence, meeting materials, and other documents.
• Maintain highly confidential business, client, transaction, and personnel information with exceptional discretion.
• Track priorities, deadlines, and follow-up items on behalf of executives and proactively communicate outstanding action items.
• Coordinate with internal team members and outside parties to support the smooth execution of meetings, transactions, and firm initiatives.
• Assist with special projects and broader administrative or operational needs as the firm continues to grow.
• Anticipate executive needs and proactively resolve scheduling, logistical, and administrative issues before they arise.

Qualifications

• 5+ years of Executive Assistant or senior administrative experience supporting senior executives.
• Experience within financial services, investment banking, private equity, private credit, asset management, or a similar professional services environment strongly preferred.
• Demonstrated experience managing complex calendars and scheduling across multiple time zones.
• Experience coordinating detailed domestic and international travel arrangements.
• Exceptional organizational skills with strong attention to detail and follow-through.
• Ability to prioritize competing demands and adjust quickly as priorities change.
• High level of professionalism, discretion, and sound judgment when handling sensitive or confidential information.
• Strong written and verbal communication skills with the ability to interact confidently with senior-level internal and external stakeholders.
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Self-directed, resourceful, and comfortable working in a lean, entrepreneurial environment.
• Ability to remain compose