Job Description

Job Title : Junior Executive Assistant to Private Equity Executive

Location : Miami, FL (Relocation assistance available for candidates from New York)

Reports to : Chief of Staff / Executive Team

Overview :

We are seeking a highly organized and proactive Junior Executive Assistant / Personal Assistant to provide comprehensive support to a prominent Private Equity (PE) Executive. This role requires a professional who demonstrates exceptional discretion, maturity, and the ability to handle sensitive, confidential information. The ideal candidate will excel in managing both professional and personal tasks, ensuring the smooth functioning of the executive’s daily life. With a high degree of autonomy, this role demands someone who is reliable, anticipates needs, and effectively manages a range of responsibilities with professionalism and tact. Will be working very closely with an additional executive assistant and will be 5 days a week onsite.

Key Responsibilities :

Executive Support :

• Calendar Management : Maintain and coordinate the executive’s professional calendar, scheduling meetings, calls, and appointments while ensuring priorities are met.
• Travel Coordination : Plan and book domestic and international travel, including flights, accommodations, transportation, and detailed itineraries.
• Communication Management : Screen and manage phone calls, emails, and correspondence on behalf of the executive, maintaining professionalism and confidentiality.
• Document Preparation : Assist with preparing presentations, reports, and other documents for board meetings, investor updates, and presentations.
• Meeting Coordination : Organize meetings, calls, and conferences, including setting agendas, sending invitations, and ensuring all logistics are handled smoothly.

Personal Assistant Support :

• Personal Errands & Tasks : Manage and organize personal appointments, including health, wellness, and family-related commitments.
• Lifestyle Management : Coordinate personal travel, events, and other lifestyle needs, ensuring a seamless balance between professional and personal obligations.
• Home and Office Coordination : Oversee home-related logistics, including managing service providers, contractors, and other household needs.
• Gift and Event Planning : Manage gift purchases, special occasions, and family events, ensuring thoughtful and timely arrangements.

Confidentiality & Discretion :

• Confidential Information : Handle confidential matters with the highest level of discretion, ensuring sensitive documents and discussions are kept private.
• Judgment & Maturity : Exercise sound judgment when dealing with personal or business matters that require tact, sensitivity, and professionalism.

Project & Task Management :

• Ad-Hoc Projects : Assist with various ad-hoc projects, research, and coordination for both business and personal initiatives.
• Follow-up & Coordination : Ensure that all follow-up actions from meetings, events, and tasks are tracked and completed in a timely manner.
• Logistics & Event Planning : Help plan and organize business and personal events, conferences, or social gatherings, managing all details from invitations to logistics.

Administrative Duties :

• Expense Management : Prepare and process expense reports for both business and personal expenditures, ensuring accuracy and timely submission.
• Filing & Documentation : Maintain physical and digital filing systems to ensure important documents are easily accessible.
• Supply & Resource Management : Ensure office and household supplies are replenished as needed, liaising with vendors or service providers when necessary.

Relationship Management :

• Stakeholder Communication : Maintain positive and professional relationships with key contacts, clients, investors, and family members.
• Coordination Across Teams : Act as a liaison between the executive and internal/external teams, ensuring smooth communication and follow-through.

Required Skills & Qualifications :

• Experience : At least 1-3 years in an executive assistant or personal assistant role, ideally supporting senior executives in a fast-paced or high-stakes environment, preferably within finance, private equity, or a related field.
• Skills :
• Exceptional organizational skills, with the ability to multitask and prioritize effectively.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• Strong verbal and written communication skills, with a professional demeanor and attention to detail.
• Ability to think ahead, anticipate needs, and act independently.
• Knowledge of managing both personal and professional tasks, handling sensitive matters with tact and confidentiality.
• Personal Attributes :
• Discreet, mature, and trustworthy with sensitive information.
• Highly proactive and solution-oriented, with a keen ability to stay one step ahead.
• Strong interpersonal skills, able to manage relationships with high-level professionals and family members.
• Comfortable handling both professional and personal responsibilities simultaneously.
• Ability to work independently and as part of a team.

Preferred :

• Experience in the private equity, investment, or financial services industry is a plus.
• Familiarity with CRM systems or project management tools.

Compensation :

$100-120k commensurate with experience

This position will be 5 days a week onsite.

Relocation Assistance :

Relocation assistance is available for qualified candidates currently residing in New York or elsewhere who are willing to relocate to Miami.

How to Apply :

Please submit your resume to jobs@astertalent.com

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