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
Job Tags
Work at office, Flexible hours,