Executive & Personal Assistant

Finance Is Cool; New York (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

A leading finance media company is seeking an Executive & Personal Assistant to support its founder in New York. The role demands strong organizational skills and experience in a fast-paced environment. Key responsibilities include calendar management, travel coordination, and communication management. Ideal candidates will have at least 5 years of experience, exceptional attention to detail, and proficiency in Google Workspace. This opportunity provides a unique chance to work closely with high-level professionals in a dynamic setting.

Qualifications

• 5+ years of experience as an Executive Assistant or Personal Assistant in a fast-paced environment.
• Exceptional organizational skills with ability to manage shifting priorities.
• Strong written and verbal communication skills.

Responsibilities

• Manage and optimize the founder’s calendar.
• Coordinate travel and manage inbox communications.
• Support personal and professional relationships through gifting.

Skills

Organizational skills

Communication skills

Time-management skills

Attention to detail

Problem-solving mindset

Tools

Google Workspace

Job description

About MDJ

Mrs. Dow Jones (MDJ) is seeking a highly organized, proactive, and culturally fluent Executive & Personal Assistant to support Haley Sacks, Founder of MDJ, across both professional and personal priorities.

This role is ideal for someone who thrives in a fast-paced, ever-evolving, small-team environment and can balance structure with flexibility. You’ll play a critical role in streamlining workflows, anticipating needs, and ensuring Haley’s days run efficiently—allowing her to focus on content creation, business growth, and creative strategy.

The ideal candidate brings strong organizational instincts, exceptional attention to detail, and an understanding of what it takes to support a high-visibility founder. You’re calm under pressure, solutions-oriented, and able to pivot quickly as priorities shift. You’ll work closely with Haley, the COO, digital manager, and extended MDJ team (stylist, PR, house manager), and liaise with partners, talent, and personal contacts as needed.

Responsibilities

Scheduling & Coordination

• Manage and optimize Haley’s daily and weekly calendar, ensuring time is allocated effectively across meetings, creative work, and personal commitments
• Schedule and confirm appointments, adjusting quickly to frequent changes
• Conduct regular calendar reviews, proactively identifying and resolving conflicts
• Communicate Haley’s availability with key stakeholders as needed

Prep & Follow-Up

• Send a daily email outlining Haley’s schedule, top priorities, and prep needs
• Ensure Haley is fully prepared for meetings by gathering agendas, bios, decks, and key notes in advance
• Track post-meeting action items and follow up on next steps
• Coordinate glam, wardrobe, and content prep when relevant

Inbox & Communication Management

• Review Haley’s inbox daily, flagging priorities and drafting responses where appropriate
• Manage spam, subscriptions, and identify key follow-ups or deadlines
• Manage NDAs, contracts, and invoicing timelines
• Track key financial and legal dates and coordinate with the accountant and lawyer as needed
• Maintain organized digital filing systems across Google Drive, Docs, and Sheets

Travel Coordination

• Research and book travel, including flights, hotels, ground transportation, and glam as needed
• Maintain and update detailed travel itineraries and ensure all travel is reflected in the calendar
• Track and maintain records of travel preferences, loyalty programs, and seating/hotel preferences

Gifting, Thank-Yous & Personal Support

• Coordinate gifting and thank-you notes for personal and professional relationships
• Manage birthdays, holidays, and special occasions with thoughtful follow-through
• Run occasional personal errands and support Haley’s personal schedule as needed
• Maintain a comprehensive “contact bible” including key relationships, preferences, vendors, logins, and important dates

Event & Shoot Support

• Coordinate logistics for shoots, brand events, and appearances, including call sheets, glam, wardrobe, and timing
• Liaise with production, glam, and PR teams to ensure seamless execution

Culture & Office Support

• Act as a liaison between Haley and internal/external partners, maintaining discretion and professionalism
• Support a positive, organized, and collaborative team culture
• Assist with maintaining the MDJ office, including scheduling cleaning, ordering snacks, and general office tasks

Requirements

• 5+ years of experience as an Executive Assistant or Personal Assistant supporting a founder, talent, or executive in a fast-paced environment (entertainment, content, or brand experience preferred)
• Exceptional organizational and time-management skills with the ability to manage shifting priorities
• Strong written and verbal communication skills, including drafting thoughtful and polished correspondence
• Discreet, trustworthy, and confident handling confidential information
• Proficiency in Google Workspace (Calendar, Docs, Sheets, Drive); experience with project management tools is a plus
• Detail-oriented with a proactive, problem-solving mindset
• Strong understanding of pop culture, finance, and digital media is a major plus
• New York–based (office is in Brooklyn) with availability to support occasional events and travel