Executive Assistant

HAIL Partners; New York (NY); Hybrid; USD 123,000 - 151,000; Full time

Job summary

HAIL Partners, a global private equity firm based in Midtown, seeks an experienced Executive Assistant to support a Partner and 2–3 executives. The role demands proactive calendar management, travel coordination across time zones, and seamless collaboration with portfolio companies, investors, and board members.

The ideal candidate has 5+ years in executive support in fast-paced environments, strong prioritisation, and autonomous decision-making. Hybrid work model with 2–3 days in the office.

Qualifications

• 5+ years of administrative/executive support experience, ideally in Private Equity or financial services.

Responsibilities

• Manage complex calendars across multiple calendars and time zones.
• Coordinate international travel arrangements with multi-stop itineraries.
• Anticipate needs and provide structured support to the team.
• Own key team events and meetings, including offsites and planning sessions.
• Serve as a central point of contact with senior leaders, investors, and board members.
• Maintain discretion and professionalism when liaising with internal and external stakeholders.
• Support broader team initiatives and foster a high-performance culture.
• Collaborate with other Executive Assistants for seamless support.
• Handle expense and invoice processes using SAP Concur and update CRM systems.

Skills

Executive support

Calendar management

Strategic partnering

Time management

Discretion

Team collaboration

Education

None

Tools

SAP Concur

CRM systems

Job description

HAIL Partners is working with a global, highly progressive Private Equity firm based in Midtown. The firm is looking for a high-performing Executive Assistant who will support a Partner and 2/3 other executives. This is a fast-paced and dynamic environment where no two days are the same, ideal for a proactive EA who thrives on challenge, flexibility, and autonomy.

Responsibilities

• Manage complex and constantly changing calendars, coordinating heavy scheduling across numerous calendars and international time zones
• Coordinate international travel arrangements, including multi-stop itineraries and varied modes of transport
• Anticipate needs and bring structure, helping the team operate efficiently
• Take ownership of key team events and business-critical meetings, such as offsites and strategic planning sessions
• Act as a central point of contact between senior leaders and a range of internal and external stakeholders, including portfolio companies, investors, and board members
• Liaise confidently across internal teams and external stakeholders, maintaining discretion and professionalism at all times
• Support broader team initiatives and contribute to a positive, high-performance culture
• Collaborate with other Executive Assistants to provide seamless team support
• Handle administrative processes including expense and invoice management (SAP Concur) and updating CRM systems

Requirements

• 5+ years of administrative/executive support experience, ideally in Private Equity or broader financial services. Working in a fast-paced environment is essential
• Proven experience partnering strategically with senior executives and driving process improvements
• Demonstrates a strong understanding of executive and business priorities, using foresight and initiative to proactively manage time and workload effectively
• A true team player who thrives in a collaborative EA environment
• Strong time management and prioritisation, adept at handling conflicting priorities
• Autonomous decision-making: operates independently, solving complex problems and developing practical, solution-focused plans
• Base salary: up to $137,000
• Hybrid working model (2-3 days a week in the office)