Temporary Executive Assistant

POSITION SUMMARY

Our client is seeking a highly polished, professional, and detail-oriented Executive Assistant for an approximately 8-month temporary assignment supporting senior executives within a sophisticated Private Equity and Wealth Management environment.

The ideal candidate will have prior experience supporting executives, managing complex calendars, coordinating domestic and international travel, arranging visas, processing expenses, and handling highly confidential information. Experience within private equity, wealth management, investment management, financial services, or a similarly high-touch professional services environment is strongly preferred.

This role requires exceptional judgment, discretion, organization, and communication skills. The successful candidate must be comfortable interacting with senior executives, investors, clients, financial professionals, and other high-level stakeholders while maintaining a polished and professional presence at all times.

KEY RESPONSIBILITIESExecutive Support

• Provide comprehensive administrative support to senior executives and leadership.
• Manage complex calendars, appointments, meetings, conference calls, and executive commitments.
• Coordinate competing priorities and proactively identify scheduling conflicts or potential issues.
• Prepare meeting materials, agendas, correspondence, presentations, and other executive documents.
• Monitor deadlines, follow-ups, and outstanding action items to ensure timely completion.
• Handle sensitive and confidential business, financial, client, and executive information with the highest level of discretion.
• Serve as a professional point of contact for internal and external stakeholders.

Travel & Visa Coordination

• Coordinate complex domestic and international business travel arrangements.
• Arrange flights, hotels, ground transportation, meeting logistics, and detailed travel itineraries.
• Coordinate visa applications, travel documentation, passport requirements, and international entry requirements as needed.
• Monitor travel changes, cancellations, delays, and itinerary adjustments and resolve issues proactively.
• Prepare comprehensive travel itineraries and supporting documentation for executives.
• Coordinate multiple destinations and meetings within a single business trip.
• Work with travel agencies, hotels, airlines, transportation providers, and other vendors.

Expense Management

• Prepare, organize, and submit executive expense reports.
• Reconcile corporate credit card transactions and supporting documentation.
• Track travel and business expenses and ensure appropriate approvals are obtained.
• Research and resolve discrepancies related to expenses, receipts, invoices, and reimbursements.
• Maintain organized records in accordance with company policies and financial procedures.

Private Equity / Wealth Management Support

• Support executives within a private equity and wealth management environment, understanding the importance of discretion, responsiveness, and attention to detail.
• Assist with scheduling meetings involving investors, clients, portfolio companies, advisors, and other financial professionals.
• Coordinate confidential meetings and executive communications.
• Assist with preparation and organization of materials for internal meetings, investor discussions, and business presentations.
• Handle sensitive financial and business information appropriately.
• Maintain a high level of professionalism when interacting with high-net-worth individuals, investors, executives, and external partners.

Administrative Coordination

• Manage correspondence, emails, documents, reports, and executive files.
• Coordinate meetings and conference rooms, including catering, technology, and other logistical requirements.
• Assist with special projects and time-sensitive administrative assignments.
• Maintain accurate electronic and physical filing systems.
• Coordinate with internal departments and external vendors as needed.
• Anticipate executive needs and provide proactive administrative support.

QUALIFICATIONS

• 5+ years of Executive Assistant experience supporting senior-level executives strongly preferred.
• Previous experience in Private Equity, Wealth Management, Investment Management, Financial Services, Banking, or a comparable professional services environment required/preferred.
• Demonstrated experience coordinating domestic and international business travel.
• Experience handling visa arrangements and international travel documentation.
• Strong experience with executive expense reporting and reconciliation.
• Exceptional calendar management and scheduling skills.
• Highly proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Extremely organized with exceptional attention to detail.
• Ability to manage multiple priorities and changing schedules with minimal direction.
• Demonstrated ability to handle confidential and sensitive information.
• Professional, polished, poised, and service-oriented demeanor.
• Strong judgment and ability to anticipate needs before they arise.
• Bilingual English/Spanish preferred but not required.

Pay: $40.00 - $45.00 per hour

Expected hours: 40.0 per week

Work Location: In person