Hybrid Executive/Personal Assistant to Founder at Investment Firm

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 companys 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 CEOs 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 familys 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