Executive Assistant

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

Job summary

Invisible Hand seeks an Executive Assistant to support the Founder and CEO across personal and professional priorities. This full-time, hybrid role involves managing schedules, communication, and travel logistics, paving the way for advancement into operations leadership.

Qualifications

• 3+ years of experience as an executive assistant.
• Experience managing both personal and business priorities.
• Ability to flexibly manage complex tasks.

Responsibilities

• Manage the CEO’s calendar and priorities.
• Oversee travel logistics for the Founder.
• Support project management for CEO special projects.

Skills

Organizational skills

Project management

Communication skills

Detail-oriented

Interpersonal skills

Job description

Executive Assistant

Invisible Hand seeks a sharp, highly motivated, and seasoned Executive Assistant to support the agency’s Founder and CEO across a variety of personal and professional priorities e.g. production for events and convenings, family travel booking and coordination, and inbox management.This is a unique opportunity for a highly motivated individual who is seeks to grow toward a Chief of Staff, or a Family Office Lead role. The right candidate must be curious, proactive, and eager to learn and support every aspect of the Founder’s life—from her agency priorities to her board responsibilities to her family commitments.This position is full time, hybrid (2-3 days in-person), and based in New York City. The role also comes with exposure to the entire agency team, client roster, and the Founder’s broad network.If you thrive in fast-paced environments, have experience as a project manager, and identify as extremely organized, proactive and detail-oriented, read on.

Daily Responsibilities

• Manage 360 CalendarDesign an optimal daily experience to ensure that the Founder is able to focus time and energy on the most strategic priorities

  • Organize meetings, appointments, and time for execution according to different priorities across the agency and CEO’s personal commitments.

  • Proactively schedule and manage all regular appointments or reservations—making sure to note any policies for cancellations or shifts.

  • Ensure the CEO stays on track and on time throughout the day with repeated reminders for upcoming meetings and start times.

  • Proactively manage daily logistics and transitions—building in space for movements and scheduling and preparing support services (e.g. drivers) in advance

  • Partner with Chief of Staff to manage competing priorities and meetings and develop and share alternative solutions to Founder as needed

  • Update the CEO Master Calendar document to enable the team a broad purview of upcoming personal and professional milestones and moments throughout the year

  • Manage all event invitations—confirming RSVPs, adding details to all calendar holds, and working with the Founder and COS to clarify which opportunities to confirm or decline

• Manage CEO Inboxes and other communication channelsEnsure that the Founder can jump into email and easily and clearly assess the priority items or communications that need to be reviewed and/or sent

  • Review all incoming messages to the CEO inbox, and label each item appropriately (e.g. response needed, task, etc.)

  • Draft email responses, new outreach, and follow-up notes for Founder to review and send within 24-48 hours of a meeting and 24 hours of a message received

  • Consolidate and prioritize details and tasks from email and flag for the appropriate person to complete or consider—ensuring they have what they need to be successful

  • Manage inbox labels throughout the day—moving items in and out of categories as needed

  • Regularly download messages across different CEO communication channels (e.g. texts, Whatsapp, etc.) to consolidate tasks or important project details, contact information, and content to distribute to the team and/or file within agency systems

  • Archive newsletters, promotions, and other similar items daily to ensure that the inbox is cleared and easy for CEO to digest

• Support CEO Readiness

  • Ensure CEO is adequately prepared for meetings and appointments (e.g. has research summaries, completed paper work, identification, and other important details, etc.)

  • Coordinate logistics to ensure transition in-between meetings and appointments is smooth and timely—prompting and preparing other support personnel as needed

  • Proactively send calendar and email reminders and confirmations to meeting participants and/or support personnel ahead of all meetings and appointments

• Provide Administrative Support

  • Conduct research for CEO and agency (e.g. to identify potential venues for an event or potential technology solutions to an operational challenge)

  • Regularly update the Invisible Hand CRM to ensure that all contacts have the most recent information and are accurately tagged for easy search

  • Develop best practice guide books for work related to supporting the CEO or agency projects (e.g. Guide for Booking Travel)

  • Design a system for organizing and maintaining Office of CEO files and materials—ensuring that the team can easily access critical information as needed

  • Participate in meetings and calls—capturing notes and next steps to share with team, clients, and contractors as follow up

Ongoing Responsibilities

• Manage Founder Travel

  • Oversee all aspects of travel to ensure a seamless and stress-free experience for the Founder

  • Schedule regular meetings (e.g. every 8 weeks) to review and confirm any upcoming travel and movements for CEO and family

  • Create a project plan with related action items at least two months in advance of all trips and complete assigned tasks in a timely manner

  • Manage all travel logistics and bookings e.g. booking flights and securing hotels and arranging ground transportation as needed

  • Develop a template for capturing travel itineraries, and share itineraries and any change of plans with relevant team and family members ahead of travel

  • Coordinate with relevant team members to ensure that CEO and family is packed and prepared for any upcoming travel and have what they need upon leaving and returning

• Provide coordination support for all CEO special projects

  • Create project plans for CEO special projects—tracking milestones, communicating progress updates, and working with team members to ensure deadlines are met

  • Regularly connect with relevant team members to ensure that projects are moving forward and that teams have what they need to be successful

  • Support coordination for CEO and Invisible Hand special projects, speaking engagements, and events, including booking meeting spaces, securing venues, and providing on the ground support as needed

  • Provide logistics support for the end-of-year gifting process including ordering supplies, managing inventory, updating contact information, sourcing vendors, and sending out gifts

  • Complete tasks as assigned within project plan

What we're looking for:

• 3+ years of experience as an executive assistant supporting a busy senior executive.

• Ability to flex between managing an executive's personal and business needs and priorities.

• Experience in project management and overseeing work from start to finish—from completing small tasks to taking responsibility for the overall project timeline

• Impeccable organizational skills and ability to implement systems that promote efficiency.

• A confident communication style and ability to converse comfortably with a large set of high-profile individuals and C-Suite executives.

• A highly motivated self-starter with excellent multi-tasking skills—especially in the midst of competing priorities.

• Meticulous attention to detail and diligent follow-through on tasks assigned.

• Strong interpersonal and written and verbal communication skills.

• A high tolerance for ambiguity and shifting priorities; can switch directions without losing focus.

• Ability to quickly build rapport and gain the trust of others.

• Ability to proactively anticipate needs and effectively prioritize responsibilities.

• Strong pattern recognition skills and ability to anticipate and mitigate problems.

• A flexible schedule; ability to be available by phone/email as needed at night and on weekends.

• Sound judgment and discretion. Experience handling confidential and sensitive information.

Invisible Hand is proud to have a diverse, inclusive team. At IH, we don’t just celebrate our differences, we thrive on them. Our goal is to continue to create a workplace that fosters and champions diversity of thought, lived experience, and perspective, and we encourage people of all backgrounds to apply to join our team.