Executive Assistant supporting the Vice President of Portfolio Strategy in a mission - driven real estate firm. Providing administrative support and enhancing operational efficiency in a hybrid work environment.
About the role
- Executive Assistant supporting senior leaders at Milltown Partners in New York. Managing calendars, communications, and operational support within a growing US presence.
Responsibilities
- 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.
- 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.
Requirements
- 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.
- 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 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
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