Executive Assistant

A financial services company in Greenwich, CT is looking for an Executive Assistant to support the Founder/CEO. This is a high-velocity, execution-focused role for an experienced administrative professional who thrives on fast turnarounds, complex international and domestic travel logistics, and white-glove service standards. The role reports to, and works in close partnership with, the Executive Business Partner, and also works with an existing Executive Assistant as part of a tight executive support team.

This is a hybrid role: in office Monday–Thursday, with Fridays remote. The in-office hours are 9-6, but a 24/7 mentality is required, and evenings, weekends, and ad-hoc availability are a regular part of the rhythm.

• Calendar management across time zones including high-volume reschedules, same-day shifts, and complex multi- party scheduling threads.
• Arrange domestic and international travel including private aviation (Net Jets and similar), commercial premium cabins, ground transport, and luxury accommodations. Build detailed multi-leg itineraries, manage travel requirements, and partner with the CEO’s outside luxury travel agency on personal and family trips.
• Coordinate non-business travel and life logistics — family trips, anniversary travel, weddings, restaurant reservations, yacht charters, Doctor appointments, day-to-day in-office needs (lunch runs, deliveries), and concierge requests — at times working directly with the CEO’s spouse, adult children, and outside vendors with discretion.
• Support quarterly board meetings, including scheduling across global time zones, securing AV/Zoom, and providing on-site support (printing, room readiness, etc.).
• Code, submit, and reconcile CEO expenses through Concur, including private aviation, international travel, and high-volume corporate card activity.
• Manage CEO logins, passwords, and subscription renewals across business and personal accounts, keeping credentials current and securely organized.
• Provide seamless backup to the Executive Business Partner during travel and PTO and absorb overflow scheduling and follow-through for other senior executives during peak periods.
• Support planning and on-the-ground execution of leadership offsites, internal team events, and high-stakes external meetings hosted by the CEO.
• Discretion:
  Handle confidential information with absolute professionalism.

• Assist in maintaining a professional, polished office environment day to day, with particular attention to executive-facing spaces and conference rooms.
• Support vendor relationships, office supplies, equipment, and facilities needs in coordination with the EBP and Administrative team.
• Greet CEO's visitors with warmth, polish, and discretion; handle incoming calls and direct inquiries professionally.
• Maintain organized office systems, contact records, and operational documentation.
• Support catering, AV, and on-site logistics for leadership meetings and internal functions hosted in the office.

• 5–7+ years supporting C-suite or founder-level executives, ideally in private equity, investment management, sports/media, or another fast‑paced, deal‑driven environment.
• Demonstrated experience coordinating complex international travel, including private aviation, luxury hotels, multi‑leg itineraries, and ground transport, with the ability to anticipate every detail.
• Strong fluency managing executive calendars across time zones, including frequent reschedulingand same‑day shifts.
• Comfort engaging directly with luxury vendors — hotels, concierges, private aviation operators, travel agencies, restaurants — and with executive family members on personal logistics.
• Service‑oriented, low‑ego, and energized by execution.
• Highly organized and detail‑oriented, with composure under pressure and the ability to keep many threads moving at once.
• Comfortable with direct communication in a fast‑paced environment.
• Patient with ever‑changing scheduling and inconsistency across scheduling. Changes happen rapidly and often; the ideal candidate can adjust with patience and kindness and acknowledges this is part of supporting a CEO.
• Available beyond standard business hours when needed: evenings, weekends, and during executive travel are part of this role’s natural cadence.
• High level of discretion, integrity, and judgment when handling sensitive information.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams);
  Zoom, Familiarity with Apple Products, Concur for expense management; comfort with private aviation portals (e.g., Net Jets) and luxury travel platforms.