Executive Assistant

Job Description

Job Title: Executive Assistant

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Role

We are hiring an Executive Assistant to act as the central operator and gatekeeper for a Principal managing a diversified portfolio of businesses, investments, and personal commitments.

This is not a traditional EA role. This is a high-trust, high-discretion, high-ownership position where you will operate as the Principal’s right hand—protecting their time, managing communications, and ensuring seamless execution across business and personal priorities.

You will sit at the intersection of operations, communication, and coordination—owning both inbound (what reaches the Principal) and outbound (what gets executed across teams).

What You Will Own

Calendar & Time Protection

• Own the Principal’s calendar end-to-end across multiple time zones
• Prioritize, schedule, and protect time blocks (including strategic thinking time)
• Push back on low-value meetings and propose better alternatives
• Prepare the Principal for every meeting with agendas, context, and materials

Inbox & Communication Management

• Triage inbox daily and respond on behalf of the Principal where appropriate
• Draft clear, concise, high-quality responses in the Principal’s voice
• Ensure no email goes unanswered beyond 24 hours
• Maintain visibility across all open threads, pending replies, and commitments

Cross-Team Coordination

• Act as the central hub between the Principal and executives, attorneys, advisors, and partners
• Translate verbal direction into clear action items and written communication
• Ensure decisions are communicated and executed without delay
• Coordinate meetings, agendas, and follow-ups across teams

Personal & Lifestyle Operations

• Coordinate complex travel (domestic & international), including logistics, reservations, and contingencies
• Manage personal scheduling, events, and lifestyle coordination (including partner and family logistics)
• Oversee logistics related to residences, vendors, appointments, and special events
• Ensure all personal matters run seamlessly without requiring Principal intervention

Follow-Through & Accountability

• Track every commitment made by and to the Principal
• Maintain a centralized task and reminder system
• Proactively follow up on deadlines, deliverables, and dependencies
• Produce weekly summaries of completed tasks, pending items, and decisions required

Briefing, Research & Process Optimization

• Prepare executive briefs for meetings, calls, and travel
• Conduct research on counterparties, opportunities, and topics as needed
• Operate AI-first using tools like Claude for drafting, summarization, research, and SOP creation
• Continuously improve systems, workflows, and operational processes

Required Experience & Skills

• 3–7 years of experience as an Executive Assistant, Chief of Staff, Operations Manager, or similar role supporting senior leadership
• Proven experience supporting high-performing founders, executives, or principals
• Native or near-native English (written and spoken)
• Exceptional written communication (clear, concise, executive-level)
• Strong proficiency with Google Workspace, Notion, ClickUp, Asana, or similar tools
• Demonstrated ability to manage multiple priorities with precision and speed

Must-Have Requirements (Non-Negotiable)

• Exceptional discretion and ability to handle highly confidential information
• Proven ownership mindset and proactive execution style
• Strong experience managing calendars, inboxes, and cross-functional coordination
• AI-first workflow using tools like Claude (or equivalent) for daily operations
• Ability to operate independently without constant direction

Nice-to-Have

• Experience supporting executives in family offices, financial services, real estate, or luxury environments
• Exposure to legal, financial, or investment-related workflows
• Experience building systems, SOPs, or operational frameworks

Key Metrics for Success (KPIs)

• 100% responsiveness: no external email goes unanswered beyond 24 hours
• All commitments tracked, surfaced, and completed before deadlines
• Principal is fully prepared for every meeting (no reactive gaps)
• Seamless cross-team execution with clear ownership and follow-through
• Flawless execution of travel, scheduling, and personal logistics
• Continuous improvement of systems and workflows

Interview Process

• Initial Screening Call
• Recruiter Interview
• Final Interview with Principal
• Offer & Onboarding

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