Job Description
Job Description
Executive Assistant to Founder & CEO (Onsite)
Location : Long Island, NY (Greater NYC area)
Summary
We're hiring a high-caliber Executive Assistant to a Founder / CEO of a private equity firm with multiple operating entities and a new venture launching. This is a true EA / PA hybrid : you'll streamline a complex professional calendar, own mission-critical operations, and handle select personal matters so nothing slips . The pace is fast, expectations are high, and the mandate is simple : create clarity, eliminate friction, and keep the CEO's world running on rails.
What You'll Own
Calendar orchestration & priorities : Architect a “zero-collision” calendar, enforce timeboxing, prep briefs; anticipate conflicts three steps ahead.
Inbox command : Triage, draft, and route communications; convert emails into actions with clear owners, deadlines, and follow-ups.
Meeting readiness : Build agendas, briefing docs, research memos, and post-meeting action trackers; drive follow-through to completion.
Investor / board / admin logistics : IC / board meeting prep, data room coordination, signature cycles, NDAs, vendor onboarding.
Travel & events : Complex domestic / international itineraries, holds / options, contingency plans; coordinate investor dinners, offsites.
Finance admin : Expenses, reimbursements, receipts, AMEX / Brex / Concur; light vendor / AP coordination with controllers.
Project management : Maintain CEO's master project list across companies; stand up trackers, KPIs, and weekly reporting.
Launch support (new venture) : Vendor sourcing, light vendor negotiations, milestone plans, marketing / admin coordination.
Personal assistant support (as needed) : Household / vendor scheduling, personal appointments, family travel, gifting, errands.
Gatekeeping & judgment : Protect focus time; triage inbound asks; say “no” diplomatically; escalate only what truly matters.
Confidentiality & discretion : Handle sensitive information with impeccable judgment.
You Are
Self-directed operator : You see the whole board, set your own priorities, and execute without hand-holding.
Systems-builder : You love creating repeatable workflows, checklists, dashboards, and templates that scale.
Anticipatory & decisive : You predict needs before they're voiced; you make the call, then communicate crisply.
Calm under pressure : Fast pace, shifting priorities, and last-minute changes don't rattle you.
High-integrity & discreet : You protect confidentiality instinctively; you build trust quickly.
People-savvy : Confident with investors, bankers, founders, vendors, and family members—equally at ease with all.
Qualifications
7–12+ years supporting a Founder / CEO, Managing Partner, or equivalent in PE / VC, investment banking, or high-growth companies.
Proven EA / PA hybrid experience managing both business and personal workflows.
Mastery of calendar / email triage and executive communications (clear writing, tone matching, impeccable grammar).
Hands-on with project management tools (Asana / ClickUp / Notion / Airtable), productivity suites (Google Workspace & MS 365), and expense / fintech (Brex / Expensify / Ramp).
Comfortable with light research & memo writing ; able to produce concise briefing docs quickly.
After-hours responsiveness as needed for international travel, live deals, and urgent matters.
Valid passport; ability to travel occasionally . Driver's license preferred for local errands.
Bachelor's degree preferred.
Success Metrics (First 90–180 Days)
Calendar collision rate :
Inbox service level : Same-day triage; VIP threads answered or routed within 2 business hours.
Meeting readiness score : 100% of key meetings have briefs 24 hours in advance; action logs sent
Project throughput : 90% on-time task completion across CEO's top initiatives.
CEO NPS : ≥9 / 10 by Day 90.
Sample Week
Mon : Lock weekly priorities; publish CEO dashboard; confirm investor / IC prep.
Tue : Build diligence brief; coordinate banker dinner; submit expenses; send progress roll-ups.
Wed : Handle venture launch vendors; contract review routing; household appointment scheduling.
Thu : Finalize investor meeting deck logistics; hold options for travel; confirm weekend family plans.
Fri : Conduct “flush list” review (open loops); update next-week calendar & materials.
Work Environment & Hours
Onsite in Long Island, NY (Greater NYC) Monday–Friday ; occasional evenings / weekends during live deals or travel.
Professional, fast-paced environment with high autonomy and high expectations.
Compensation & Benefits
Competitive salary + annual bonus ; benefits package; PTO. (Final range aligned to experience and market.)
Commuter benefits; phone stipend; occasional overtime eligible per policy.
How to Apply
Send your resume , a brief note on a complex calendar or travel challenge you solved, and one work sample (e.g., redacted briefing memo or project tracker) to aidan@nxtlevel.io with subject line : EA — Long Island .
Executive Personal Assistant • New York, NY, US