Executive Assistant

Elite Placement Group•Stamford, CT

24d

About The Position

Executive Assistant Position Overview We are looking for an experienced Executive Assistant to join a growing investment firm and provide high-level support to members of the investment team. This person will play an important role in keeping the team organized and ensuring schedules, travel, meetings, and other day-to-day priorities run smoothly. The position requires someone who is highly organized, proactive, polished, and comfortable working in a fast-moving environment where priorities can change quickly. You’ll interact regularly with senior executives, investors, board members, portfolio company leadership, candidates, recruiters, and outside vendors.

Requirements

3+ years of Executive Assistant, Administrative Assistant, or similar experience supporting senior-level executives
Strong experience managing multiple calendars and constantly changing schedules
Experience coordinating detailed travel arrangements and multi-stop itineraries
Excellent organizational skills and attention to detail
Strong communication and interpersonal skills
Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and virtual meeting platforms
Ability to prioritize multiple responsibilities and work effectively in a fast-paced environment
Professional demeanor and comfort interacting with senior executives and outside contacts
High level of discretion when handling confidential or sensitive information

Nice To Haves

Previous experience within private equity, investment banking, financial services, or another professional services environment
Familiarity with DealCloud, Salesforce, or a similar CRM
Experience working within a smaller or growing company where team members wear multiple hats

Responsibilities

Manage busy and frequently changing calendars for multiple senior-level professionals
Schedule internal and external meetings, calls, video conferences, and recurring appointments
Identify scheduling conflicts and make adjustments as priorities change
Coordinate meeting materials, agendas, conference rooms, and other logistics
Work across different teams to keep meetings and schedules organized
Coordinate domestic and other business travel for members of the team
Book flights, hotels, car services, and other transportation
Prepare detailed travel schedules and itineraries
Coordinate group travel whenever possible to streamline schedules and expenses
Handle last-minute changes, cancellations, and travel issues as they arise
Assist with the planning and coordination of portfolio company board meetings
Schedule investor meetings, annual meetings, and other important firm events
Coordinate calendars with board members, executives, and internal investment professionals
Manage meeting logistics and help ensure materials are distributed on time
Support an increasing volume of board meetings as the investment portfolio grows
Prepare and submit expense reports for senior team members
Review corporate card activity and maintain appropriate backup documentation
Track reimbursements and help ensure expenses are processed accurately and on time
Coordinate interviews and candidate schedules
Arrange candidate travel and onsite meetings when necessary
Work with hiring managers, recruiters, and search firms throughout the interview process
Help track candidate activity, feedback, and next steps
Provide candidates with a professional and positive experience throughout the process
Maintain information within DealCloud or other CRM/database platforms
Update contacts, meeting activity, notes, and pipeline information
Help keep CRM data accurate, current, and organized
Assist with reports and contact lists used for business development, fundraising, and deal activity
Work closely with other administrative team members to support the overall needs of the firm
Assist with office and operational responsibilities as needed
Take ownership of additional projects as the company continues to grow