Executive Assistant - Private Equity/Hedge Fund

Role overview

This position is for an executive assistant supporting a finance leadership team at a well-established financial services firm in Miami. The selected candidate will work closely with the CEO and other C-suite leaders, handling a wide range of administrative and coordination tasks in a demanding, fast-moving environment.

Key responsibilities

• Deliver day-to-day administrative assistance to the CEO and other senior leaders, including phone coverage, mail handling, copying, email monitoring, file upkeep, and support on special assignments.
• Organize and maintain busy meeting schedules, including calendar management, conference room reservations, catering arrangements when needed, and setup for conference and video calls.
• Arrange complex international travel and manage travel bookings for the executive team.
• Receive, review, and route incoming calls and emails to the appropriate contacts or departments.
• Oversee executive logistics such as appointments, phone coordination, public appearances, travel planning, and other calendar-related needs.
• Interact with internal and external guests in a polished, professional, and courteous manner.
• Support team travel planning and coordinate trip reservations.
• Work proactively in a high-speed environment, identifying and addressing logistical issues in advance for the CEO.
• Handle sensitive information with a strong commitment to confidentiality.
• Carry out general office and administrative tasks as requested.

Requirements

• A bachelor’s degree is strongly preferred.
• At least 5 years of experience supporting executives is required.
• Excellent communication skills are necessary.

Work style

This role calls for someone who can stay organized under pressure, manage several priorities at once, and take initiative to keep executive operations running smoothly.