About the Role We're looking for an experienced, detail-oriented Executive Assistant to support two senior executives (a Partner and a Principal) at a US-based private equity firm, working closely with the firm's in-office EA team. The ideal candidate anticipates needs, resolves conflicts before they escalate, and holds a near-zero error rate on recurring commitments. What You'll Do Calendar Management • Proactively monitor both executives' calendars daily; reschedule conflicting or canceled meetings before they become day-of emergencies and confirm changes with all parties • Coordinate across multiple calendars (other EAs and external contacts) and balance both schedules fairly with the wider EA team • Coordinate logistics for in-person meetings at the firm's US office—rooms reserved and set up, catering when appropriate, office opened on time for early meetings Travel Coordination • Book and manage domestic and occasional international travel (direct flights strongly preferred) • Arrange ground transportation in advance, timed against real-world traffic to avoid tight connections • Monitor flights in real time and proactively propose rebooking options before being asked • Select hotels near the meeting or dinner location and present a short list for approval, building toward booking directly • Coordinate transportation from arrival straight to the next commitment • Learn and consistently apply each executive's travel preferences (seat selection, loyalty numbers, TSA PreCheck/Global Entry) Expense Management • Book travel on a company-issued virtual card set up for this role • Stay within the firm's expense policy while maximizing comfort and convenience, 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 both executives on time Communication & Availability • Primary channel is Microsoft Teams; email for lower-priority items • Handle standard requests within 20–30 minutes during business hours; treat travel disruptions as immediate/ASAP with a phone number as backup escalation • Handle general follow-up on non-urgent items same business day Personal & Ad Hoc Support • Assist with select personal tasks outside standard office scope (e.g., booking an appointment or similar errands) What We're Looking For Non-Negotiables • Proven high-touch executive support, ideally to multiple senior leaders at once • Strong track record of 100% follow-through—no dropped tasks or missed confirmations • Experience coordinating complex, frequent travel, including contingency planning for delays • 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 • Comfortable with AI-assisted tools and workflows, subject to the firm's data-security requirements • Strong interpersonal and diplomatic skills, even-keeled under pressure, and a team player across the EA team Preferred Qualifications • Prior experience supporting executives in finance, private equity, or professional services

Executive Assistant

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