Job Description

Executive Assistant – Private Operations Role

Overview

A confidential, privately owned organization is hiring an Executive Assistant to support senior leadership across a portfolio of administrative, operational, and financial activities. This role functions as a central point of coordination, ensuring day-to-day tasks, documentation, and external relationships run smoothly and accurately.

This position is well-suited for an experienced assistant who thrives in environments requiring discretion, independence, and strong judgment.

Core Responsibilities

• Track and process routine financial activity across multiple accounts and business lines
• Coordinate payments, documentation, and approvals for recurring and one-time obligations
• Maintain organized records of statements, invoices, and transaction history
• Monitor account activity and flag items requiring attention or follow-up
• Support internal reporting and documentation accuracy
• Oversee general office organization, records, and correspondence
• Manage physical and digital filing systems
• Handle mail, deliveries, and document routing
• Create and update internal reference materials and workflows
• Provide support for special initiatives and time-sensitive requests
• Serve as a point of contact for professional service providers and vendors
• Coordinate scheduling, documentation, and follow-up with third parties
• Assist with oversight of contracted services and ongoing operational needs
• Provide trusted support for leadership-related tasks requiring discretion
• Assist with logistics, scheduling, and ad hoc requests
• Anticipate needs and proactively resolve issues before escalation
• High level of confidentiality and trust required
• Primarily on-site role with some flexibility as needed
• Fast-moving environment requiring adaptability and prioritization
• Independent work style with minimal oversight

Qualifications

• 5+ years of experience supporting executives or senior leadership
• Strong organizational and time-management skills
• High attention to detail and follow-through
• Professional written and verbal communication skills
• Proficiency with Microsoft Office and digital tools
• Comfortable handling sensitive information and financial documentation
• Flexible schedule with availability outside standard hours when required

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