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ME268 - Full-Time Executive Assistant - Midtown East

ME268 - Full-Time Executive Assistant - Midtown East

Bay Area Health SolutionsNew York, NY, US
2 days ago
Job type
  • Full-time
Job description

Executive Assistant / Personal Assistant

An established investment firm is seeking a highly skilled career Executive Assistant / Personal Assistant to provide direct support to our Founder and Managing Partner. This role requires a professional who can anticipate needs, spot bottlenecks, create solutions, and execute flawlessly across multiple domains. The position is best suited for a seasoned career EA / PA with experience and exposure to emerging technologies, AI, and financial acumen who thrives in ambiguity, excels at prioritization, and is committed to administrative excellence for the long term.

This role is a high priority for the firm, and we are looking to fill it immediately. The role is full-time, in the office 4 days a week and one day work from home from the hours of 8am-5 : 30pm.

Responsibilities

Strategic Initiatives & Firm Integration

  • Act as a second brain to the Managing Partner acutely understanding his needs, anticipating challenges, and ensuring he is always prepared.
  • Support strategic initiatives and research, distilling complex information into concise, actionable intelligence.
  • Integrate across the firm HR, finance, legal, and investment management serving as a connector and ensuring smooth collaboration across functions.
  • Draft, edit, and prepare internal and external communications, presentations, and business documents.
  • Manage service providers and vendors, ensuring quality, timeliness, and alignment with the Managing Partner's needs.

High-Priority Ad Hoc Requests

  • Handle multiple urgent and competing ad hoc requests with expert self-judgment, prioritizing effectively and executing with speed and accuracy.
  • Apply independent problem-solving skills to resolve issues without escalation whenever possible.
  • Provide rapid, thoughtful responses in ambiguous situations, ensuring the Managing Partner can remain focused on high-value work.

    • Process Improvement & Technology

  • Proactively identify opportunities to improve executive efficiency, streamline workflows, and reduce administrative friction.
  • Spot bottlenecks, diagnose root causes, and independently develop solutions before they escalate.
  • Leverage AI tools and emerging technologies to automate routine tasks, manage workflows, track priorities, and deliver executive-ready outputs.
  • Oversee IT support and troubleshooting by liaising with internal / external providers to ensure the Managing Partner's technology is reliable.

    • Financial & Administrative Support

  • Oversee expense reporting, compliance reporting, and data tracking with accuracy and timeliness.
  • Handle personal matters such as reservations, family travel, appointments, coordination with accountants, and document management.
  • Comfortable reviewing and understanding personal and professional financial statements and documents in order to support and respond to ad hoc financial requests.

    • Executive Support & Time Management

  • Provide full-time, high-touch support to the Managing Partner including inbox management, scheduling, note-taking, and daily prioritization.
  • Manage a complex calendar across time zones, coordinating seamlessly with internal executives, external stakeholders, investors, and family members.
  • Act as a gatekeeper and liaison, filtering requests, anticipating needs, and ensuring the Managing Partner's priorities are met.
  • Ensure meeting agendas are prepared, follow-ups tracked, and deadlines enforced, maximizing the impact of the Managing Partner's time.
  • Serve as the first line of defense in spotting potential scheduling, operational, or reputational risks and act quickly to address them.

    • Travel & Event Management

  • Book and manage domestic and international travel logistics, including flights, accommodations, car services, events, and dinners.
  • Coordinate and manage smaller firm-hosted events and support logistics for investor or partner meetings.

    • Professionalism & Availability

  • Maintain a 24 / 7 availability mindset, ensuring continuity of support and responsiveness outside core hours when necessary.
  • Uphold the highest standards of confidentiality, discretion, and professionalism in handling sensitive personal and business information.

    • Requirements

  • Bachelor's degree from a respected U.S. institution.
  • Minimum 7 years supporting senior executives in financial services, asset management, consulting, or other fast-paced environments, with at least 3 years supporting C-Suite leaders.
  • A career administrative professional mindset : committed to excellence in the EA / PA craft, not seeking upward mobility into other tracks.
  • Someone who is both creative and analytical, able to generate intuitive solutions, solve problems independently, and go beyond reactive execution.
  • Comfortable with financial documents : able to review and understand financial statements and records in order to support ad hoc personal and professional requests.
  • Excellent organizational, execution, and multitasking skills with attention to detail.
  • Outstanding interpersonal and communication skills : confident with C-level executives, investors, and stakeholders.
  • Sound judgment, discretion, and integrity in handling sensitive personal and business matters.
  • Tech-savvy, proficient in Microsoft Office, with familiarity using SaaS platforms (CRMs, workflow tools). Demonstrated experience using AI and technology to enhance workflows and productivity.

    • Salary and Benefits

    Compensation & Hours

    200K + discretionary bonus.

  • 20 PTO days per year.
  • 100% paid benefits (Health, Dental, Vision) with optional additional coverage.
  • Core hours : 8 : 00 am 5 : 30 pm, with an expectation of availability before / after hours and a 24 / 7 mindset to ensure continuity.
  • In-office presence required when the Managing Partner has meetings (minimum 4 days per week).
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