Executive Assistant to Founder & CEO

Jaime Howley; City of Rochester (NY); On-site; USD 85,000 - 105,000; Full time

Job summary

Precision Talent Partners seeks an Executive Assistant to Founder & CEO in Rochester, NY. This role partners with the Founder & CEO to protect time, anticipate needs, and drive commitments from discussion to completion.

Featuring a high-trust partnership, the position emphasizes ownership, discretion, and the creation of systems that scale with a growing real estate/community development platform.

Qualifications

• 5+ years of experience as an Executive Assistant or comparable role.
• Proven ability to manage complex calendars and travel.
• Excellent written and verbal communication skills.
• Strong business judgment and ability to manage up.
• Exceptional organization and discretion.
• Proficiency with MS Office and scheduling platforms.

Responsibilities

• Own and protect a complex executive calendar, balancing meetings, appointments, events, preparation time, travel, and changing priorities.
• Coordinate scheduling requests and proactively identify conflicts, tradeoffs, and better alternatives.
• Triage incoming communications, route routine matters, and draft concise, polished correspondence reflecting the executive’s voice.
• Prepare the Founder & President for meetings with objectives, context, materials, and decision points.
• Capture decisions, assign owners and deadlines, and follow through until items are resolved or handed off.
• Coordinate travel, conferences, site visits, accommodations, transportation, itineraries, materials, and changes.
• Partner with Senior Leadership on operating reviews and use of the founder’s time.
• Maintain context around external relationships and represent the executive with warmth and discretion.
• Create systems for files, contacts, correspondence, templates, and recurring processes.
• Handle sensitive information with exceptional judgment and confidentiality.

Skills

Calendar management

Executive communication

Discretion

Relationship management

MS Office suite

Education

Bachelor’s degree or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Scheduling tools

Job description

Executive Assistant to Founder & CEO

A high-trust executive partnership for an accomplished EA who thrives on ownership, anticipation, discretion, and closing the loop.

Location:Rochester, NY (Onsite)

Reporting to:President & CEO

Industry:Real Estate / Community Development

Travel: 10-25% within US

Compensation:$85K-105K + Bonus / Incentives

The Opportunity

Precision Talent Partners has been exclusively engaged to identify an exceptional Executive Assistant to support the Founder & CEO of a growing, entrepreneurial organization headquartered in Rochester, New York. This is not a traditional administrative support position. The successful candidate will become a trusted extension of the Founder & CEO – protecting time and priorities, creating structure around a fast-moving environment, and ensuring important commitments move from discussion to completion.

The organization is building an ambitious platform in the residential community and development space, bringing together housing, services, amenities, strategic partnerships, and innovation. The Founder & CEO works across vision, high-level relationships, growth initiatives, community development, and organizational leadership. The EA will sit at the center of that activity and help create the capacity for the founder to stay focused on the work that requires him personally.

Why This Role Is Unique

• High visibility and direct partnership with a founder whose priorities span strategic relationships, growth initiatives, community development, and senior leadership.
• Ownership rather than task-taking: the EA is expected to understand context, recommend next steps, and independently handle matters within agreed authority.
• An opportunity to build and improve the systems behind the Office of the President as the organization grows.
• A role for someone who genuinely enjoys executive support and wants to build a durable, high-trust partnership – not simply gain proximity to senior leadership.
• Impact is measured by increased executive capacity, stronger preparation, reliable follow-through, and fewer details competing for the founder’s attention.

What You Will Own

• Own and protect a complex executive calendar, balancing meetings, appointments, events, preparation time, travel, and changing priorities.
• Serve as a primary coordination point for scheduling requests and proactively identify conflicts, tradeoffs, and better alternatives.
• Triage incoming communications, route routine matters appropriately, and draft concise, polished correspondence that reflects the executive’s intent and voice.
• Prepare the Founder & President for meetings with clear objectives, participant context, relevant materials, correspondence, and decision points.
• Capture decisions and commitments, assign or confirm owners and deadlines, and follow through until items are resolved or clearly handed off.
• Coordinate travel, conferences, site visits, accommodations, transportation, itineraries, materials, and changes as needed.
• Partner with the Senior Leadership Team on preparation for operating reviews, open commitments, dependencies, and the best use of the founder’s time.
• Maintain context around important external relationships and represent the executive and organization with warmth, professionalism, and discretion.
• Create dependable systems for files, contacts, correspondence, action tracking, templates, and recurring administrative processes.
• Handle sensitive business and executive information with exceptional judgment and confidentiality.

What We Are Looking For

• 5+ years of experience as an Executive Assistant or in a comparable role supporting senior executives.
• Demonstrated ownership of complex calendars, executive communications, meeting preparation, travel coordination, and follow-through.
• Excellent written and verbal communication skills, including the ability to turn rough direction into concise, accurate correspondence.
• Strong business judgment and the confidence to manage up, recommend solutions, protect priorities, and respectfully challenge an unworkable plan.
• Exceptional organization, attention to detail, responsiveness, discretion, and composure when priorities change.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and common scheduling and meeting platforms.
• Ability and willingness to work on-site in Rochester, New York.

Preferred Experience

• Direct support of a founder, CEO, president, or owner-operator in a fast-moving entrepreneurial environment.
• Experience coordinating senior stakeholders and cross-functional work.
• A track record of improving an executive’s effectiveness by building systems, anticipating needs, and removing routine demands.
• Exposure to real estate, development, construction, finance, investment, professional services, or another multi-project environment.
• Bachelor’s degree or equivalent professional experience.

The Working Style

The strongest fit will be someone who brings calm structure to ambiguity, takes pride in detailed support work, learns how an executive thinks, and becomes increasingly proactive as trust develops. You should be comfortable acting within clear decision boundaries, asking questions early, receiving direct feedback, and owning outcomes rather than simply completing tasks.

Precision Talent Partners, LLC values diversity and is proud to be an Equal Opportunity Employer. We are committed to creating an inclusive workplace where all employees feel respected, supported, and empowered to contribute. This description reflects management’s assignment of essential functions and does not restrict the tasks that may be assigned. Employment is at-will, and this job description does not constitute a contract of employment.