Executive Assistant-PE & VC firm

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Key Responsibilities:

1. Supporting Senior Leaders:

Assist five to six senior leaders in day-to-day activities.

Handle urgent and confidential calls with discretion.

Provide backup support for other team members.

2. Calendar Management and Meeting Coordination:

Maintain executives’ calendars.

Schedule meetings, conference calls, and video conferences.

Handle meeting conflicts and prioritize appointments.

3. Client Interaction:

Act as a liaison with clients (both domestic and international).

Coordinate meeting setups with clients and their assistants.

4. Travel Coordination:

Manage travel schedules for domestic and international trips.

Arrange visas, tickets, hotels, and forex.

Prepare travel itineraries and meeting schedules.

5. Expense Management:

Prepare and submit expense reports for team reimbursements and travel expenses.

6. Administrative Tasks:

Maintain contact information and documentation.

Handle breakdowns, office supplies, pantry, and lunch requirements.

Assist with office moves and maintenance activities.

7. Team Support:

Facilitate onboarding and offboarding processes.

Maintain attendance and leave records.

Collaborate with office boys and external vendors for office support and tech setups.

8. Office Events:

Coordinate firm offsites, parties, and conferences.

Assist in organizing office events.

9. Front

Desk Duties:

Handle front desk responsibilities as needed.

Required Characteristics:

Experience:

Minimum 10 years of experience, preferably in a private equity (PE), investment

banking (IB), or top-tier consulting firm

Proven experience supporting a team of 5-6 senior professionals, including Partners

and Associates.

Technical

Skills:

Proficiency in Outlook, Word, Excel, PowerPoint, and Zoom.

Personal Attributes:

Proactive and anticipatory mindset.

Willingness to go the extra mile.

Demonstrates a high level of integrity and professionalism.

Enthusiastic team player.