Executive Assistant

Live Events•Newark, DE

4d•Onsite

About The Position

We are seeking a highly accomplished and discreet Executive Assistant to serve as the primary administrative partner to our Chief Executive Officer, with occasional support to other members of the Executive Team. This is a fully on-site, full-time position based in New Castle, PA. The ideal candidate brings a polished professional background from a demanding, high-stakes environment, such as a financial institution, law firm, or similar professional services organization, and is accustomed to operating with a high degree of autonomy, confidentiality, and precision. This individual will be a trusted extension of executive leadership, managing complex schedules, sensitive communications, and critical administrative functions with professionalism and poise.

Requirements

5+ years of progressive experience as an Executive Assistant, Senior Administrative Assistant, or comparable role supporting senior leadership — preferably within a law firm, financial institution, bank, investment firm, or similarly professional and structured environment.
Demonstrated experience managing complex executive calendars and high-volume correspondence across multiple time zones.
Proven track record of handling sensitive and confidential information with complete discretion and professionalism.
Superior written and verbal communication skills; ability to draft polished, error-free correspondence independently.
Advanced proficiency in Google Workspace and Microsoft Office; familiarity with expense management and travel booking platforms.
Exceptional organizational skills and attention to detail; ability to manage multiple competing priorities without sacrificing quality.
Professional, poised demeanor with strong interpersonal skills and the ability to engage effectively with executives, clients, and external partners.

Nice To Haves

Experience supporting a CEO or equivalent C-suite executive in a corporate or professional services environment.
Experience with document management systems, CRM platforms, or project management tools.
Notary Public certification or willingness to obtain (particularly valued for candidates from legal backgrounds).
Background in financial services, banking, or legal/professional services strongly preferred.
Bachelor’s degree preferred; equivalent experience in a professional services setting will be considered.

Responsibilities

Manage the CEO’s complex and evolving calendar, including scheduling all internal and external meetings, resolving conflicts, and prioritizing requests aligned with organizational objectives.
Serve as the primary point of contact between the CEO and internal/external stakeholders, including investors, clients, and executive peers.
Screen, triage, and respond to correspondence on behalf of the CEO; draft communications, memos, and reports with accuracy and appropriate tone.
Anticipate the needs of the CEO and proactively address logistical and administrative matters before they arise.
Prepare briefing documents, meeting agendas, presentations, and background materials for executive meetings and engagements.
Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
Manage travel expense reporting and reconciliation in a timely and accurate manner.
Anticipate and resolve travel disruptions or schedule conflicts with minimal direction.
Organize and coordinate meetings, leadership team meetings, and executive off-sites, including preparation of agendas, logistics, and post-meeting documentation.
Record accurate meeting minutes and track action items to ensure timely follow-through.
Plan and execute executive-level events, dinners, and client engagements as needed.
Manage confidential documents, contracts, and sensitive organizational information with strict discretion.
Liaise with legal, finance, HR, and operations teams on behalf of the CEO to drive cross- functional initiatives and information flow.
Handle special projects and strategic initiatives as assigned by the CEO.
Provide occasional administrative support to the Executive Team as needed.