Executive Assistant

Milltownpartners; New York (NY); Hybrid; USD 70,000 - 90,000; Full time

Benefits offered by this job

Competitive salary

401(k) with match

Robust healthcare options

26 days PTO

Hybrid working model

Job summary

Milltownpartners is looking for an experienced Executive Assistant to provide crucial support to our US leadership team based in New York. This multifaceted role combines executive support with operational tasks, offering a dynamic working environment.

The ideal candidate has over three years of experience in a similar role, excellent communication skills, and the ability to manage complex schedules across multiple time zones.

Benefits include strong healthcare options, competitive pay, and a hybrid work model.

Qualifications

• 3+ years experience as an Executive Assistant managing C-Suite calendars.
• Excellent verbal and written English communication skills.
• Strong organisational skills and ability to prioritise in a fast-paced environment.

Responsibilities

• Manage calendars for US Partners to maximise effective time management.
• Act as a liaison with high-profile clients and coordinate meetings.
• Support US leaders with meeting management, agendas, and follow-up actions.

Skills

Calendar management

Verbal communication

Written communication

Organisational skills

Proactive problem-solving

Time management

Emotional intelligence

Tools

G Suite

HubSpot

Job description

Milltown Partners

The role

We are looking for an experienced and proactive Executive Assistant to join our US team, based in our New York office. You will support an expanded group of US leaders – including our US Partners – and play a particularly important role as Milltown continues to grow its presence in Washington D.C. This will be a highly varied role that combines close executive support with broader operational contribution. You will work in close collaboration with our Senior Executive Assistant in San Francisco and connect regularly with our Executive Assistant team in London. The right person will bring genuine initiative to the role – someone who is energised by the opportunity to shape how senior leaders use their time, anticipate needs and be agile in supporting Milltown’s pacey growth in the US.

Executive support (75%)

• Diary and calendar management: Manage the calendars of US Partners to their respective styles and preferences, making the most effective use of their time across multiple time zones.
• Stakeholder liaison: Act as a first point of contact with high-profile clients and external contacts to arrange and coordinate meetings on behalf of senior leaders in New York and Washington D.C.
• Meeting management: Support the US leaders with regular internal meetings – setting agendas, taking minutes, and following up on actions to ensure momentum is maintained.
• Priority planning: Help senior leaders plan and manage daily, weekly, and monthly priorities, staying one step ahead to flag conflicts and identify solutions.
• Contact management: Effectively utilise the CRM (Hubspot) to ensure that key contacts are tracked, and networking is maintained effectively
• Travel: Organise US and international travel arrangements, including itineraries, logistics, and any associated expenses.
• Expenses: Prepare and submit expense reports accurately and on time.
• Events: Organise internal and external events and networking occasions in collaboration with our US Office Managers.
• Personal support: Provide occasional assistance with personal matters where appropriate.

US operations and team support (25%)

• Washington D.C. support: Provide executive and operational support to leaders operating out of, or travelling to, Washington D.C. as Milltown grows its footprint there.
• Team travel: Organise US team travel domestically and internationally, including budget tracking and building relationships with preferred travel providers.
• Office support: Support the New York Office Manager with front-of-house duties and event logistics when needed.
• Cross-office collaboration: Work closely with the Senior EA in San Francisco and the wider EA team in London to ensure consistent and joined-up support
• Ad hoc projects: Support the US Chief Operating Officer and US People Lead with research and other projects as required.

Essential

• A minimum of three years' experience in an Executive Assistant or Personal Assistant role, including managing complex calendar scheduling for multiple principals at C-Suite level.
• Experience collaborating with colleagues across multiple timezones, nationally and internationally.
• Excellent verbal and written communication skills with a fluent command of English.
• Strong organisational and time management skills, with the ability to prioritise effectively in a fast-moving environment.
• Proactive and solutions-oriented – someone who anticipates issues and acts on them before being asked.
• Calm confidence and emotional intelligence when handling complex or sensitive situations.
• High degree of professionalism and discretion with confidential information.
• Experience working in a client-facing industry, with an understanding of how to balance internal and external stakeholder needs.
• Competence with calendar management tools and standard business software.
• Willingness to provide occasional remote support to other US offices outside of standard business hours.

Desirable

• Experience working in or with a professional services, advisory, or communications firm.
• Familiarity with Washington D.C.'s political environment, or experience supporting leaders who work in that space.
• People management experience or experience mentoring junior administrative colleagues.
• Proficient in G Suite, HubSpot, and related tools.
• Experience, and curiosity, about AI tools and how they can improve ways of working.

Benefits

• Competitive, transparent pay with open salary bands, plus twice-yearly bonuses.
• 401(k) with company match, eligible from day one.
• Robust healthcare options, including medical, dental, and vision coverage, plus dedicated mental health support.
• 26 days PTO, 10 sick days, and 10 public holidays.
• Two-week company-wide winter break.
• Paid parental leave.
• Sabbatical leave.
• $100/month commuter benefit.
• Hybrid working model with three days in office (Tuesday, Wednesday, and Thursday).
• Structured career development with clear progression pathways and a defined career framework.