Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative, strategic and operational support to the Co-Founder, CEO & Chairman;
Managing Partner, Chief Investment Officer and Managing Partner, Investor Relations. This highly visible role requires a proactive and adaptable professional capable of managing complex schedules, confidential information, and multi-faceted projects. The ideal candidate will possess exceptional organizational, communication, and problem-solving skills, enabling the assigned executives to focus on high-impact priorities and strategic initiatives.

• Provide comprehensive administrative and operational support to assigned executives.
• Act as a gatekeeper and primary point of contact for assigned executives, fielding and prioritizing requests from both internal and external stakeholders.
• Manage and maintain the assigned executives’ complex calendars, anticipating needs, resolving scheduling conflicts and prioritizing inquiries.
• Handle incoming communications, including screening phone calls, drafting correspondence as requested, and preparing meeting materials.
• Organize and coordinate all domestic and international travel logistics, including transportation, accommodation, and detailed itineraries.
• Complete expense reports and manage other administrative tasks, such as creating presentations, reports, and other documents.
• Plan and execute special projects and company events on behalf of the assigned executives.
• Personal assistant responsibilities with the CEO and his family with travel, charity, political and non-for-profit work, tax preparation and personal investments.

• Responsible for Advisory Board meeting communication, scheduling and coordination, and preparation and distribution of final materials.
• Conduct research and compile data to prepare the assigned executives for meetings, reports and strategic planning.
• Assist in preparing timely agendas for Advisory Board and Leadership Committee meetings.
• Serve as a liaison between assigned executives, the Advisory Board, senior management and external parties to ensure seamless communication and execution of initiatives.
• Assist in developing and refining internal processes to improve efficiency and support executive workflows.
• Assist CEO in returning phone calls and emails and maintain accurate contact information.

• Handle all sensitive and confidential company information with the utmost discretion and integrity.
• Represent the company and assigned executives in a positive and professional light through consistent follow-through and sound judgment.

• Bachelor's degree preferred, or equivalent experience.
• A minimum of 15 years in a business environment, with at least 5 years of experience supporting a C-level executive in a fast-paced, high-growth environment.
• Expert-level proficiency with Microsoft Office Suite (Outlook, Word, Excel and PowerPoint).
• Demonstrated experience with calendar management, travel coordination, and expense reporting.
• Experience with project management and data organization.
• Experience working closely with a board of directors or equivalent is a plus.
• Exceptional communication:
  Mastery of written and verbal communication, with the ability to represent the assigned executives' voices and adapt style for different audiences.
• Organizational and time-management skills:
  The ability to effectively prioritize multiple concurrent projects and manage demanding schedules.
• Proactive mindset and emotional intelligence:
  Anticipates needs before they arise and handles complex interpersonal dynamics with poise, grace, and tact.
• Discretion and judgment:
  Possesses a high degree of integrity and is capable of handling sensitive and confidential information appropriately.
• Adaptability and problem-solving:
  Able to pivot quickly in a dynamic environment and find solutions to unexpected challenges.
• Attention to detail:
  Maintains meticulous accuracy and thoroughness in all work.

At Waterton, we recognize that compensation and benefits are important to our associates.…