Executive and Personal Assistant - Private Equity

Executive Assistant to Founder & CEO (Onsite)

Location: Long Island, NY (Greater NYC area) • Type: Full-time • Onsite: 5 days/week

Summary

We’re hiring a high-caliber Executive Assistant to a Founder/CEO of a private equity firm with multiple operating entities and a new venture launching. This is a true EA/PA hybrid: you’ll streamline a complex professional calendar, own mission-critical operations, and handle select personal matters so nothing slips. The pace is fast, expectations are high, and the mandate is simple: create clarity, eliminate friction, and keep the CEO’s world running on rails.

What You’ll Own

• Calendar orchestration & priorities: Architect a “zero-collision” calendar, enforce timeboxing, prep briefs; anticipate conflicts three steps ahead.
• Inbox command: Triage, draft, and route communications; convert emails into actions with clear owners, deadlines, and follow-ups.
• Meeting readiness: Build agendas, briefing docs, research memos, and post-meeting action trackers; drive follow-through to completion.
• Investor/board/admin logistics: IC/board meeting prep, data room coordination, signature cycles, NDAs, vendor onboarding.
• Travel & events: Complex domestic/international itineraries, holds/options, contingency plans; coordinate investor dinners, offsites.
• Finance admin: Expenses, reimbursements, receipts, AMEX/Brex/Concur; light vendor/AP coordination with controllers.
• Project management: Maintain CEO’s master project list across companies; stand up trackers, KPIs, and weekly reporting.
• Launch support (new venture): Vendor sourcing, light vendor negotiations, milestone plans, marketing/admin coordination.
• Personal assistant support (as needed): Household/vendor scheduling, personal appointments, family travel, gifting, errands.
• Gatekeeping & judgment: Protect focus time; triage inbound asks; say “no” diplomatically; escalate only what truly matters.
• Confidentiality & discretion: Handle sensitive information with impeccable judgment.

You Are

• Self-directed operator: You see the whole board, set your own priorities, and execute without hand-holding.
• Systems-builder: You love creating repeatable workflows, checklists, dashboards, and templates that scale.
• Anticipatory & decisive: You predict needs before they’re voiced; you make the call, then communicate crisply.
• Calm under pressure: Fast pace, shifting priorities, and last-minute changes don’t rattle you.
• High-integrity & discreet: You protect confidentiality instinctively; you build trust quickly.
• People-savvy: Confident with investors, bankers, founders, vendors, and family members—equally at ease with all.

Qualifications

• 7–12 years supporting a Founder/CEO, Managing Partner, or equivalent in PE/VC, investment banking, or high-growth companies.
• Proven EA/PA hybrid experience managing both business and personal workflows.
• Mastery of calendar/email triage and executive communications (clear writing, tone matching, impeccable grammar).
• Hands-on with project management tools (Asana/ClickUp/Notion/Airtable), productivity suites (Google Workspace & MS 365), and expense/fintech (Brex/Expensify/Ramp).
• Comfortable with light research & memo writing; able to produce concise briefing docs quickly.
• After-hours responsiveness as needed for international travel, live deals, and urgent matters.
• Valid passport; ability to travel occasionally. Driver’s license preferred for local errands.
• Bachelor’s degree preferred.

Success Metrics (First 90–180 Days)

• Calendar collision rate: <1% conflicts; priority blocks protected weekly.
• Inbox service level: Same-day triage; VIP threads answered or routed within 2 business hours.
• Meeting readiness score: 100% of key meetings have briefs 24 hours in advance; action logs sent <12 hours post-meeting.
• Project throughput: 90% on-time task completion across CEO’s top initiatives.
• Travel QA: Zero missed connections; <1% itinerary changes due to preventable errors.
• CEO NPS: ≥9/10 by Day 90.

Sample Week

• Mon: Lock weekly priorities; publish CEO dashboard; confirm investor/IC prep.
• Tue: Build diligence brief; coordinate banker dinner; submit expenses; send progress roll-ups.
• Wed: Handle venture launch vendors; contract review routing; household appointment scheduling.
• Thu: Finalize investor meeting deck logistics; hold options for travel; confirm weekend family plans.
• Fri: Conduct “flush list” review (open loops); update next-week calendar & materials.

Work Environment & Hours

• Onsite in Long Island, NY (Greater NYC) Monday–Friday; occasional evenings/weekends during live deals or travel.
• Professional, fast-paced environment with high autonomy and high expectations.

Compensation & Benefits

• Competitive salary annual bonus; benefits package; PTO. (Final range aligned to experience and market.)
• Commuter benefits; phone stipend; occasional overtime eligible per policy.

How to Apply

Send your resume, a brief note on a complex calendar or travel challenge you solved, and one work sample (e.g., redacted briefing memo or project tracker) to aidan@nxtlevel.io with subject line: EA — Long Island.