What are the responsibilities and job description for the Hybrid Executive/Personal Assistant to Founder/CEO position at C-SUITE ASSISTANTS?
A private investment firm with portfolio companies operating across multiple locations is looking for an Executive Assistant to the CEO/Founder. The firm maintains a highly entrepreneurial, collaborative, and fast-moving environment and has 8 employees. There will be times when the EA is the only one in the office so the assistant needs to be comfortable working alone. The role is hybrid: 4 days in office, 1 day remote. The CEO owns a dog with whom there may be some interaction (the dog does not go into the office – lives at the residence which is close by.)
About the Job:
- Oversee day-to-day office administration, including managing vendor relationships, answering and directing calls, processing incoming and outgoing mail, greeting visitors, and maintaining adequate office and kitchen supplies.
- Manage the CEO's business and personal calendar, scheduling, and time priorities
- Serve as a “right-hand” partner, ensuring strong relationships and communication across internal staff and external stakeholders
- Coordinate domestic and international business and personal travel, including detailed itineraries
- Coordinate executive meetings, company events, and off-site planning sessions, including site selection, catering arrangements, preparing and sending invitations and tracking responses, and managing attendee follow-up. Prepare and distribute meeting materials and correspondence. Attend meetings as requested, capture action items, and monitor follow-up to completion
- Support strategic initiatives and special projects for the company and across its portfolio platform, from planning through execution
- Maintain confidential business records and files.
- Maintain the company’s centralized contact database, including employee, public relations, M&A, investor, vendor, and other key business contacts
- Administer the monthly corporate credit card expense-reporting process and facilitate expense reimbursement processing.
- Track the CEO’s private investment activities: organizing investment documents, coordinating capital calls, completing and tracking subscription paperwork, obtaining required signatures and monitoring deadlines
- Serve as the primary administrative contact for the family’s nonprofit organization, including coordinating charitable contributions, administering scholarship payments and related documentation, managing memberships, and supporting community involvement
- Assist with gift purchasing, special events, and family celebrations
- Manage personal expenses, receipts, and reimbursement records
- Occasional errands
About You:
- Minimum of 5 years of experience supporting a CEO
- Experience supporting both executive business operations and personal affairs is strongly preferred
- BA/BS from a college or university a plus
- Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
- Strong communication skills: written and verbal
- Strategic thinker
- Understand the importance of confidentiality and trust when supporting a CEO
- Dynamic and proactive comfortable in a fast-paced environment.
- Polished, professional demeanor and the gravitas to interact with high-level executives
- Outstanding communication skills
Hours: 9am-5pm
Salary, Benefits (medical, dental vision), Discretionary Bonus, IRA w/employer match, Life Insurance, Paid Vacation
Salary : $110,000 - $120,000