Executive Assistant

Gray & Company, Inc.•Metairie, LA

24d

About The Position

This role serves as a primary point of contact and provides comprehensive support to an executive, managing a complex and evolving schedule, communications, travel, and technology. The position requires unwavering discretion, exceptional availability, adaptability, technological confidence, proactive problem-solving, polished communication, and composure under pressure. The executive assistant will handle sensitive information with the highest level of confidentiality and may operate beyond standard business hours, shifting seamlessly between complex priorities. They will also perform personal errands and tasks as assigned, ensuring the executive's effectiveness is enhanced in all areas.

Requirements

Minimum 5 years of experience in a high-level executive support role, ideally supporting C-suite leadership
Demonstrated proficiency with Microsoft Office Suite, Apple ecosystem, and common productivity platforms
Experience managing complex travel logistics, including international itineraries
Proven track record of handling confidential and sensitive matters with absolute discretion
Strong financial literacy and experience with basic bookkeeping or financial record management
Ability to manage multiple priorities simultaneously with meticulous attention to detail
Unwavering discretion. You handle sensitive information with the highest level of confidentiality.
Exceptional availability. You understand this role sometimes operates beyond standard business hours and respond accordingly
True adaptability. You shift between complex priorities seamlessly
Technological confidence. You are comfortable solving problems across a wide range of devices, systems, and platforms
Proactive excellence. You don't wait to be told but instead anticipate needs, close loops, and deliver results
Polished communication. Your written and verbal communication is clear, precise, and professionally calibrated to every audience
Composure under pressure. You remain steady and solution-oriented in demanding, fast-moving situations

Nice To Haves

Bachelor's degree preferred; equivalent experience will be considered

Responsibilities

Manage a complex, continuously evolving calendar with competing priorities across personal and professional commitments.
Coordinate high-priority meetings, ensuring all logistics, materials, and participants are prepared in advance.
Serve as the primary point of contact between the owner and internal/external stakeholders.
Draft, edit, and manage correspondence, including sensitive and confidential communications, with professionalism and accuracy.
Screen and prioritize incoming communications, ensuring timely and appropriate responses.
Build comprehensive domestic and international travel itineraries, including flights, accommodations, ground transportation, and itinerary management.
Coordinate travel arrangements for family members and guests upon request.
Anticipate and resolve logistical challenges before they arise; manage changes in real time.
Provide hands-on support for personal and professional devices including phones, tablets, computers, and printers.
Manage setup, troubleshooting, and ongoing maintenance of smart home systems, security systems, internet services, and applications.
Serve as a capable and resourceful technology liaison — researching solutions, coordinating vendor support, and resolving issues efficiently.
Coordinate time-sensitive registrations, renewals, and administrative filings on behalf of the owner.
Manage external organizational affiliations, memberships, and related correspondence.
Track and log political and corporate contribution thresholds, ensuring awareness of compliance considerations and maintaining accurate records.
Track, retrieve, and manage incoming and outgoing shipments and deliveries.
Proactively follow up on delayed or missing packages and coordinate resolutions with carriers or vendors.
Conduct research across a wide range of subject matter as directed, delivering concise, accurate summaries and analysis.
Retrieve historical records and information related to past events, associations, and activities as needed.
Process expense reimbursements, manage vendor invoices, and maintain organized financial records.
Assist with account reconciliation, bill payment, and data entry into financial management systems.
Maintain office supply inventory and ensure the executive environment is professionally managed.
Perform personal errands and tasks as assigned, approaching each with the same professionalism as formal responsibilities.
Provide support across any area where the owner’s effectiveness can be enhanced.
Adapt to new responsibilities as needs evolve.