About the Role We're hiring two Executive Assistants to join the deal-team EA bench of a US-based private equity firm. Both seats support senior investment professionals and share the same standard: professional, responsive, and proactive enough to take real ownership of the work rather than just executing what's asked. This is high-touch support for a fast-moving deal team. You'll keep calendars clean, travel seamless, and expenses in order, while building enough trust with the people you support that you can step in and own what's needed. Promptly acknowledging every request, even before you have the full answer, is a core expectation of this role. What You'll Do Calendar & Meeting Coordination • Monitor executives' calendars daily to catch and resolve conflicts before they become day-of issues • Reschedule conflicting or canceled meetings quickly and confirm changes with all parties • Coordinate across multiple calendars, including other executive assistants and external contacts, with tact and professionalism • Confirm exactly who needs to attend before scheduling group calls, and balance schedules fairly across everyone supported • Coordinate in-person meeting logistics with the on-site office team, including conference room setup and catering Travel Coordination • Book and manage domestic and occasional international travel, prioritizing direct flights • Arrange ground transportation for every traveler on both ends of every trip, timed around real-world traffic • Monitor flights in real time and propose rebooking options before being asked when delays or cancellations occur • Coordinate hotels and itineraries across all travelers on group trips, not just the person who made the request • Present hotel options near meeting or dinner locations, working toward booking directly as preferences become familiar • Learn and consistently apply each traveler's preferences, including seating, loyalty programs, and TSA PreCheck/Global Entry Expenses & Ad Hoc Support • Book travel using a company-issued virtual card within the firm's expense policy, balancing compliance with comfort and convenience • Flag any planned spend outside policy before booking • Collect receipts, code expenses to the correct deal or cost center, and submit expense reports through Expensify on time • Assist with select personal tasks, such as booking appointments, that the executives don't have time to handle Communication & Responsiveness • Use Microsoft Teams as the primary channel, with email for lower-priority items • Acknowledge every request promptly with confirmation of receipt and next steps • Handle standard requests, such as calendar items, within 20–30 minutes during business hours • Treat travel disruptions and time-sensitive issues as immediate, with phone available as a backup escalation path • Close out non-urgent follow-ups the same business day What We're Looking For Non-Negotiables • Experience supporting executives at a private equity firm or PE-backed company • Proven experience providing high-touch executive support, ideally to multiple senior leaders at once • Strong track record of follow-through, with no dropped tasks or missed confirmations • Experience coordinating complex, frequent travel, including contingency planning for delays and disruptions • Excellent written and verbal English communication • Exceptional attention to detail and consistent accuracy on recurring tasks • Sound judgment and the ability to work independently, escalating appropriately without close supervision • Comfort handling sensitive financial information within a defined expense policy • Ability to anticipate needs and preferences rather than waiting for detailed instructions • Strong interpersonal and diplomatic skills, with the ability to coordinate across multiple stakeholders and build good working relationships with fellow assistants • Composure and professionalism when working with a direct, businesslike communication style and receiving candid feedback Preferred Qualifications • Additional experience in finance, investment banking, or professional services • Proficiency with Microsoft Teams and standard scheduling and calendar tools • Experience with Expensify or similar expense management platforms • Comfort working with AI-assisted tools and workflows within data-security and compliance requirements

Executive Assistant

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