Personal Assistant

A global financial firm with offices in Greenwich, CT and NYC is looking for a highly organized, discreet, and proactive Personal/Executive Assistant to support the CEO. The position is located in Greenwich, CT AND New York City (3-4 days/week from the CEO’s home office in Greenwich CT and 1-2 days/week from our NYC office). The position is 75% Personal Assistant and 25% Executive Assistant - and the proper candidate must have a car as they will be required to run occasional errands or take care of things outside of the home office.

Responsibilities will include but are not limited to:

Personal Assistance

Household & Lifestyle Management:

• Coordinate with household staff and service vendors for multiple residences.
• Schedule maintenance, oversee vendors, and ensure properties are operating smoothly.

Event & Party Planning:

• Plan and execute personal and firm-related events, including the CEO’s annual summer party and holiday (Christmas) party, attended by large guest lists of employees, family, and professional contacts.
• Manage all aspects of event logistics, from venue selection, catering, décor, entertainment, and transportation to invitation management and day-of coordination.
• Coordinate with multiple vendors including event planners, florists, caterers, photographers, and rental companies to ensure every detail is executed flawlessly.
• Oversee invitation design and distribution, track RSVPs, and manage guest communications with professionalism and discretion.
• Maintain event budgets, timelines, and vendor contracts, ensuring cost-effectiveness while delivering a refined, high-quality experience.
• Serve as the primary liaison between the CEO, guests, and vendors, ensuring that all logistics and presentations reflect the firm’s culture and the CEO’s preferences.

Personal Scheduling & Logistics:

• Manage personal calendars, appointments, and commitments, ensuring alignment with professional obligations.
• Handle errands, reservations, and travel arrangements for the CEO and family as needed.
• Anticipate personal needs: birthdays, holidays, and travel; ensuring thoughtful preparation and organization.

Executive Support

Calendar & Meeting Management:

• Proactively manage a complex and rapidly changing calendar, ensuring the CEO’s time is optimized and priorities are aligned with strategic objectives.
• Coordinate and confirm meetings with investors, senior leadership, and external partners, balancing competing demands with efficiency and tact.
• Prepare daily and weekly agendas and briefing materials to ensure the CEO is fully informed and prepared for all engagements.

Communication & Correspondence:

• Act as the primary point of contact for all communication to and from the CEO, demonstrating exceptional judgment and professionalism.
• Draft, proofread, and manage confidential correspondence, reports, and presentations with attention to detail and tone.
• Screen, prioritize, and respond to emails and calls, ensuring timely follow-up and alignment with the CEO’s preferences.

Meeting Preparation & Follow-Up:

• Organize and support investor, board, and leadership meetings by coordinating logistics, preparing presentations, and managing materials.
• Record and track action items, ensuring timely completion by responsible parties.
• Maintain a high level of awareness of ongoing projects, priorities, and business developments.

Travel Coordination (Occasional):

• Plan and execute detailed domestic and international travel arrangements, including commercial and private flights, accommodations, ground transportation, and meeting logistics.
• Prepare comprehensive travel itineraries with contact lists, schedules, and materials to ensure seamless travel experiences.
• Remain on-call for travel adjustments and urgent needs, providing real-time problem-solving support.

Qualifications

• Bachelor’s degree required.
• 3 years of experience supporting a senior executive, ideally within financial services, or a similar fast-paced environment.
• Exceptional written and verbal communication skills.
• Strong organizational, time management, and prioritization abilities.
• Advanced proficiency with Microsoft Office (Outlook, Excel, PowerPoint, Word) and comfort with modern productivity tools.
• Proven ability to handle confidential information with integrity and professionalism.
• Highly responsive, composed under pressure, and capable of anticipating needs before they arise.
• Understanding/experience within the field of health and fitness a plus.