About the Role
We're looking for an experienced, detail-oriented Executive Assistant to support four members of the Business Development team at a US-based private equity firm. Because all four executives sit on the same team, their needs are broadly similar.
At its core, this role is calendar management and responsiveness. You'll own four active calendars, keep scheduling moving with outside parties, support the team around conferences and trade shows, and close each day with a written report. You'll work closely and collaboratively with the firm's internal EA lead and existing EA team.
Each executive expects to hand off roughly five to seven hours of work per week to start, spread unevenly across the week, with scope expected to grow as trust builds. This is an intense, fast-moving environment with very little tolerance for errors. The ideal candidate stays calm under that pace, gets ahead of the executives rather than reacting to them, holds a near-zero error rate on recurring commitments, and owns and fixes any mistake immediately.
What You'll Do
Calendar & Scheduling
- Proactively monitor all four calendars daily, catching and resolving conflicts before they become day-of emergencies, and flagging conflicts early rather than waiting to be asked
- Watch for collisions between professional and personal commitments, not just double-booked meetings
- Put confirmed meetings on the calendar within minutes, and reschedule conflicting or canceled meetings quickly, confirming changes with all parties with no dropped follow-ups
- Coordinate across multiple calendars—other executive assistants and external contacts—with tact, balancing all four schedules fairly without over-accommodating requests that disrupt another executive's day
- Take ownership of scheduling threads once copied in: drive the meeting to a confirmed time, take the executive off the chain where possible, and confirm back once it's handled
- Respect outreach timing when scheduling with outside parties such as business owners and investment bankers—avoid Friday and early Monday sends, concentrating scheduling traffic midday Monday through Thursday morning
- Book restaurant reservations for lunch and dinner meetings, timed and located around the day's schedule
Travel & Expense Coordination
- Book and manage domestic and occasional international travel (direct flights strongly preferred), arranging ground transportation in advance and timing connections against real-world traffic patterns
- Monitor flights in real time and proactively research and propose rebooking options when delays or cancellations occur, before being asked
- Select hotels near the relevant meeting or dinner location, presenting a short list for approval with the goal of eventually anticipating preferences well enough to book directly
- Learn and consistently apply each executive's travel preferences (seat selection, loyalty program numbers, TSA PreCheck/Global Entry) without needing reminders
- Book travel on a company-issued virtual card within expense policy, maximizing comfort and convenience rather than defaulting to the cheapest option, and flag any out-of-policy spend before booking
- Collect receipts, code expenses to the correct deal or cost center, and submit reports through Expensify for all four executives on a timely basis
Conferences & Reporting
- Support the team around conferences and trade shows (roughly once or twice a month), scheduling meetings around events well in advance so executives aren't working through emails during the event, and handling scheduling follow-up afterward
- Send an end-of-day report covering what was handled, what's open, what's awaiting a response, and any conflicts in the following week—plus an end-of-week summary across the week
Communication & Ad Hoc Support
- Answer email within 60 minutes during working hours (two hours is the outside limit, not the target), make calendar entries immediately rather than batching, and treat travel disruptions and time-sensitive issues as immediate, with a backup phone escalation path
- Learn each executive's working preferences (for example, no calls before 9:00 AM or no contact on Fridays) and apply them without reminders
- Assist with occasional personal or miscellaneous tasks outside standard office scope, such as booking an appointment or similar errands
What We're Looking For
Non-Negotiables
- Proven experience providing high-touch executive support, ideally to four or more senior leaders simultaneously
- Strong track record of 100% follow-through on commitments, with no dropped tasks or missed confirmations
- Demonstrated speed on calendar and scheduling work, comfortable operating in minutes rather than hours
- Experience owning scheduling threads directly with external counterparties and driving them to a confirmed outcome
- Comfortable producing structured daily and weekly written updates without being chased for them
- Experience coordinating complex, frequent travel—flights, hotels, and ground transportation—with contingency planning for delays and disruptions
- Comfortable handling sensitive financial information within a defined expense policy
- Proficiency with Microsoft Teams and standard scheduling and calendar tools
- Excellent written and verbal English communication
- Able to work independently, exercise sound judgment, and escalate appropriately without close supervision
- Calm in an intense, fast-moving, high-volume environment; extremely detail-oriented and meticulous, owning and fixing mistakes immediately
- Forward-thinking rather than reactive, with strong interpersonal and diplomatic skills across multiple stakeholders
- Able to hold four sets of preferences and priorities in mind at once, and to build strong working relationships with the other EAs, not just the executives supported
Preferred Qualifications
- Prior experience supporting executives in finance, private equity, or professional services
