We have an amazing opportunity for an exceptional Executive Assistant to support a highly influential and incredibly successful international businesswoman. A right-hand role, our client is looking for an EA who is at the top of their game, hungry and eager for a fast-paced and diverse new challenge.
We are looking for an impeccably organised and highly efficient career EA who has worked at a very high level (ideally within finance, banking, private equity, top law firms, etc.). Our client is based in London, Paris, New York, and California but travels regularly to other destinations for business interests, meaning she is constantly on the move. As a result, she has a very complex diary that spans multiple time zones and is ever-changing. With multiple projects coming up on the East Coast our client is showing a preference for candidates located in New Jersey, Connecticut, Pennsylvania, or Massachusetts and those close enough to commute into New York on occasion. The client is also open to candidates based across Northern California, including the wider Palo Alto area, San Jose and even San Francisco.
This role requires the highest level of detail-oriented diary management to ensure the principal's life, business interests and projects run seamlessly at all times. You will also manage ever-changing travel arrangements and logistics, budgets and payroll, and have excellent IT skills.
You will always be an ambassador for the principal, acting with humility, discretion, and professionalism. This role requires excellent communication skills and a first-class command of the English language (French would also be highly advantageous, although not essential). You will liaise professionally at all times, and at all levels, and be responsible for managing the principal’s correspondence with impeccable professionalism and composition.
The ideal candidate will work well under pressure and within a very fast-paced environment, adapt well to last-minute changes, be wholly dedicated and focused, and be a true right-hand. You will be required to work remotely for the majority of the year due to the constant travel of the principal. Our client also requires proven longevity in previous roles and is looking for a long-term commitment.
Usual working hours are 09:30-18:00, Monday to Friday. However, there will be a great deal of out-of-hours work, and on-call availability is imperative. Flexibility to travel with the principal on occasion is also essential.
DUTIES INCLUDE BUT ARE NOT LIMITED TO:
• Managing a complex, extremely busy and everchanging diary
• Project management
• Gatekeeper for the principal, ensuring their time is protected and utilised efficiently
• Travel planning and coordination, both nationally and internationally
• Provide business administrative support, including working with highly confidential information and maintaining discretion
• Liaising with Heads of State, politicians, VIPs and business leaders
• Research and meeting preparation
• Compose, prepare and manage all correspondence
• Managing finances, payroll, and processing of expenses
• General administration
• Additional ad-hoc personal assistance duties when required
ESSENTIAL CRITERIA:
• At least 5 years of experience as an EA in a high-end law firm, senior government role, or well known financial institutes
• Located in New Jersey, Connecticut, Pennsylvania, or Massachusetts and able to commute to New York City
• Fluency in English to mother-tongue level and excellent communication style
• French would also be highly advantageous but is not essential
• Highly skilled in diary management across multiple time zones
• Hardworking, driven, and ambitious
• High energy, hungry, and eager for a new challenge
• Impeccably organised and always one step ahead
• Able to pre-empt the principal’s needs and work proactively
• Excellent IT skills: Apple/Mac, Zoom, Teams, Microsoft, Excel, PowerPoint, printers, etc.
• Unflappable and professional
• Able to work at a fast pace with constantly changing requirements
• Personable and able to build rapport easily
• Right to work in the US
• Valid driving licence and happy to drive the principal on occasion
• Excellent references in hand that can be verified before interview