Executive and Personal Assistant - Private Equity

Job Description

Job Description

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 :

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

Project throughput : 90% on-time task completion across CEO's top initiatives.

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 .