About the Role
The Senior Executive Assistant serves as the operational partner to the Executive Office, integrating business and personal priorities across calendar management, executive preparation, travel, relationship coordination, and follow-through. The role requires extensive private aviation experience, exceptional judgment, and the ability to anticipate needs in a fast-moving, high-demand environment. The role operates at the intersection of the executive’s business and personal life. Priorities may shift quickly—from a critical business meeting or investor engagement to complex international travel, private aviation, personal commitment, or an unexpected logistical issue. Success requires exceptional judgment, discretion, stamina, attention to detail, and a willingness to take ownership at every level. No task is too small when it contributes to the effectiveness of the Executive Office. The right person remains calm under pressure, raises questions when appropriate, and understands that exceptional executive support depends on anticipation, preparation, and follow-through.
Responsibilities
- Own a highly complex and frequently changing executive calendar, using judgment to prioritize commitments, protect executive time, resolve conflicts, and coordinate business and personal priorities as one integrated schedule.
- Maintain a forward-looking view of the schedule, anticipating what will be required hours, days, and weeks in advance and identifying conflicts, missing information, or logistical issues before they become problems.
- Research, develop, and generate comprehensive executive briefing materials, including daily schedule briefs, meeting briefs, trip briefs, agendas, itineraries, background summaries, attendee profiles, relationship context, and tracking materials. Synthesize relevant information into clear, concise materials that ensure the executive is fully prepared for each commitment.
- Own the administrative lifecycle of meetings from scheduling through follow-up, including attendees, agendas, background information, materials, logistics, action items, and next steps. Proactively obtain required presentations, reports, financials, and other supporting materials from internal and external stakeholders in advance of meetings.
- Manage highly detailed domestic and international travel across business and personal commitments, including significant private aviation activity, commercial travel, accommodations, ground transportation, dining, meetings, events, and contingency planning.
- Partner closely with the aviation team on aircraft scheduling, passenger coordination, manifests, catering, luggage, ground transportation, international requirements, and changing travel plans. In-depth knowledge of private aviation is required for this role.
- Develop and maintain strong relationship intelligence, including an understanding of key business and personal relationships, relevant history and context, contact information, preferences, and the appropriate level of priority and responsiveness.
- Exercise thoughtful gatekeeping and sound judgment regarding access, scheduling, requests, and competing priorities. Recognize when a matter can be handled independently and when questions, sensitivities, or competing priorities should be communicated within the Executive Office.
- Track decisions, approvals, commitments, requests, and follow-up items to ensure nothing falls through the cracks and delegated matters are confirmed through completion.
- Manage executive expenses, records, and supporting documentation, including receipts, approvals, travel records, and other relevant materials, ensuring information is organized, current, accessible, and appropriately retained for finance, audit, and historical tracking purposes.
- Coordinate seamlessly with senior leadership, other Executive Assistants, aviation, family office resources, household and estate staff, drivers, external partners, and other individuals supporting business and personal priorities.
- Step into problems and solve them. The successful candidate is resourceful, persistent, highly service-oriented, and willing to take responsibility for matters that may not fall neatly within a traditional job description.
Qualifications
Required Skills
- The successful candidate stays several steps ahead by treating details, follow-through, and confirmation as essential. A task is complete only when the outcome—not merely the request or delegation—has been confirmed.
- They possess the stamina to maintain the same level of judgment, responsiveness, accuracy, and attention to detail throughout demanding and frequently changing days. Speed does not come at the expense of accuracy.
- They understand relationships and context, know when to exercise independent judgment, and recognize when a question or issue should be raised within the Executive Office.
- Most importantly, they anticipate. The executive should rarely need to ask whether the schedule is confirmed, materials have been received, transportation is arranged, or the next commitment has been prepared for—the successful candidate has already asked and answered those questions.
Preferred Skills
- 10+ years of experience supporting a CEO, founder, principal, family office executive, or similarly demanding C-suite leader.
- Significant experience supporting an executive whose business and personal schedules are closely integrated.
- In-depth private or corporate aviation experience required, including experience working with flight departments, pilots, FBOs, aircraft management resources, and complex domestic and international private travel.
- Exceptional calendar management, executive preparation, and organizational skills.
- Demonstrated ability to anticipate needs and operate proactively with limited direction.
- Strong relationship-management skills and the ability to understand and retain context across a broad network of business and personal relationships.
- Exceptional judgment, discretion, resourcefulness, and attention to detail.
- Demonstrated ability to remain calm, accurate, and effective through long, demanding, and rapidly changing days.
- Highly service-oriented and comfortable handling responsibilities across both business and personal environments.
- Excellent written and verbal communication skills.
- Experience within private equity, investment management, family office, real estate, financial services, entrepreneurship, or another high-performance environment strongly preferred.
- Bachelor’s degree preferred or equivalent professional experience.
Pay range and compensation package
$120,000-$140,000 plus discretionary bonus
Travel and Schedule
- Full-time, in-office role, five days per week.
- Flexibility beyond traditional business hours is required based on executive schedules, travel, and priorities.
- Availability for early mornings, evenings, weekends, and time-sensitive matters will periodically be required.
- Some travel may be required.