Executive Assistant

Atrium Staffing LLC; New York (NY); On-site; USD 83,000 - 94,000; Full time

Benefits offered by this job

Atrium Care Package

Job summary

Atrium Staffing LLC is seeking an experienced Executive Assistant to support senior executives in a fast-paced private equity environment. The role emphasizes discretion, calendar management, travel coordination, and detailed administrative support across domestic and international priorities.

The successful candidate will handle confidential information, coordinate meetings with investors and portfolio companies, and partner with other assistants to keep executives organized and prepared for

Qualifications

• Previous Executive Assistant experience supporting senior-level executives.
• Experience in a fast-paced, high-performance corporate environment.
• Exceptional calendar management and scheduling skills.
• Strong experience coordinating complex domestic and international travel.
• Experience preparing and processing expense reports.
• Excellent written and verbal communication skills.
• Highly polished, professional, and comfortable with senior stakeholders.
• Strong organizational skills with exceptional attention to detail.
• Ability to anticipate executive needs and act proactively.
• Ability to manage competing priorities and last-minute changes calmly.
• High level of discretion when handling confidential information.
• Proficient with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

Responsibilities

• Manage complex and frequently changing executive calendars across multiple priorities and time zones.
• Schedule and coordinate meetings, conference calls, and video meetings.
• Identify scheduling conflicts and adjust priorities accordingly.
• Coordinate domestic and international travel, including flights, hotels, transportation, and itineraries.
• Process expense reports, invoices, and reimbursements accurately and promptly.
• Prepare executives for meetings by coordinating materials, agendas, and logistics.
• Serve as a professional point of contact for internal and external stakeholders.
• Coordinate meetings with investors, portfolio company executives, advisors, and other senior-level contacts.
• Handle highly confidential information with discretion.
• Assist with conference room reservations, setup, and catering.
• Maintain executive contacts, files, and records.
• Track follow-ups, deadlines, and action items.
• Partner with other Executive Assistants and administrative professionals firm-wide.
• Assist with team events and other business-related functions.
• Provide additional administrative and project support as priorities arise.

Skills

Executive assistant

Calendar management

Travel coordination

Expense reporting

Communication skills

Discretion

Organization

Prioritization

Microsoft Office

Teams

Education

Bachelor's degree

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

Job description

Client Overview:

Our client, a prestigious and fast-paced private equity firm, is seeking an experienced Executive Assistant to join their team. The organization offers a highly professional, collaborative environment and is looking for someone who can operate with discretion, urgency, and exceptional attention to detail while supporting senior-level executives.

Salary/Hourly Rate:

$40/hr - $45/hr

Position Overview:

The Executive Assistant will provide high-level administrative support to senior executives within a demanding and fast-paced investment environment. This individual will be responsible for complex calendar management, meeting coordination, travel arrangements, expense reporting, and day-to-day executive support. The ideal candidate is polished, proactive, highly organized, and able to anticipate needs before they arise. They must be comfortable managing shifting priorities, handling confidential information, and communicating professionally with senior executives, investors, portfolio companies, and external partners.

Responsibilities of the Executive Assistant:

• Manage complex and frequently changing executive calendars across multiple priorities and time zones.
• Schedule and coordinate internal and external meetings, conference calls, and video meetings.
• Proactively identify scheduling conflicts and make adjustments based on executive priorities.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.
• Process expense reports, invoices, and reimbursements accurately and promptly.
• Prepare executives for meetings by coordinating materials, agendas, and logistics.
• Serve as a professional point of contact for internal and external stakeholders.
• Coordinate meetings with investors, portfolio company executives, advisors, and other senior-level contacts.
• Handle highly confidential and sensitive information with discretion.
• Assist with conference room reservations, meeting setup, and catering as needed.
• Maintain executive contacts, files, and administrative records.
• Track follow-ups, deadlines, and action items to help executives stay organized.
• Partner closely with other Executive Assistants and administrative professionals across the firm.
• Assist with team events, offsites, dinners, and other business-related functions.
• Provide additional administrative and project support as priorities arise.

Required Experience/Skills for the Executive Assistant:

• Previous Executive Assistant experience supporting senior-level executives.
• Experience working within a fast-paced, high-performance corporate environment.
• Exceptional calendar management and scheduling skills.
• Strong experience coordinating complex domestic and/or international travel.
• Experience preparing and processing expense reports.
• Excellent written and verbal communication skills.
• Highly polished, professional, and comfortable interacting with senior-level stakeholders.
• Strong organizational skills with exceptional attention to detail.
• Ability to anticipate executive needs and operate proactively with limited direction.
• Ability to manage competing priorities and last-minute changes while remaining calm and professional.
• High level of discretion when handling confidential information.
• Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

Preferred Experience/Skills for the Executive Assistant:

• Previous experience within private equity, investment banking, asset management, financial services, or another professional services environment.
• Experience supporting Partners, Managing Directors, C-suite executives, or other senior investment professionals.
• Experience coordinating investor, board, or portfolio company meetings.
• Experience supporting multiple senior executives simultaneously.
• Familiarity with Concur or similar expense-management platforms.
• Strong understanding of the pace, urgency, and level of discretion expected within an investment firm.

Education Requirements:

• Bachelor’s degree is preferred.

Benefits:

• Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).