Personal Assistant
Gravity Staffing, Inc., Greenwich, CT, United States
A global financial firm with offices in Greenwich, CT and NYC is looking for a highly organized, discreet, and proactive Personal/Executive Assistant to support the CEO. The position is located in Greenwich, CT AND New York City (3-4 days/week from the CEO’s home office in Greenwich CT and 1-2 days/week from our NYC office). The position is 75% Personal Assistant and 25% Executive Assistant - and the proper candidate must have a car as they will be required to run occasional errands or take care of things outside of the home office.
Responsibilities will include but are not limited to:
Personal Assistance Household & Lifestyle Management:
Coordinate with household staff and service vendors for multiple residences.
Schedule maintenance, oversee vendors, and ensure properties are operating smoothly.
Event & Party Planning:
Plan and execute personal and firm-related events, including the CEO’s annual summer party and holiday (Christmas) party, attended by large guest lists of employees, family, and professional contacts.
Manage all aspects of event logistics, from venue selection, catering, décor, entertainment, and transportation to invitation management and day‑of coordination.
Coordinate with multiple vendors including event planners, florists, caterers, photographers, and rental companies to ensure every detail is executed flawlessly.
Oversee invitation design and distribution, track RSVPs, and manage guest communications with professionalism and discretion.
Maintain event budgets, timelines, and vendor contracts, ensuring cost‑effectiveness while delivering a refined, high‑quality experience.
Serve as the primary liaison between the CEO, guests, and vendors, ensuring that all logistics and presentations reflect the firm’s culture and the CEO’s preferences.
Personal Scheduling & Logistics:
Manage personal calendars, appointments, and commitments, ensuring alignment with professional obligations.
Handle errands, reservations, and travel arrangements for the CEO and family as needed.
Anticipate personal needs: birthdays, holidays, and travel; ensuring thoughtful preparation and organization.
Executive Support Calendar & Meeting Management:
Proactively manage a complex and rapidly changing calendar, ensuring the CEO’s time is optimized and priorities are aligned with strategic objectives.
Coordinate and confirm meetings with investors, senior leadership, and external partners, balancing competing demands with efficiency and tact.
Prepare daily and weekly agendas and briefing materials to ensure the CEO is fully informed and prepared for all engagements.
Act as the primary point of contact for all communication to and from the CEO, demonstrating exceptional judgment and professionalism.
Draft, proofread, and manage confidential correspondence, reports, and presentations with attention to detail and tone.
Screen, prioritize, and respond to emails and calls, ensuring timely follow‑up and alignment with the CEO’s preferences.
Meeting Preparation & Follow‑Up:
Organize and support investor, board, and leadership meetings by coordinating logistics, preparing presentations, and managing materials.
Record and track action items, ensuring timely completion by responsible parties.
Maintain a high level of awareness of ongoing projects, priorities, and business developments.
Travel Coordination (Occasional):
Plan and execute detailed domestic and international travel arrangements, including commercial and private flights, accommodations, ground transportation, and meeting logistics.
Prepare comprehensive travel itineraries with contact lists, schedules, and materials to ensure seamless travel experiences.
Remain on‑call for travel adjustments and urgent needs, providing real‑time problem‑solving support.
Qualifications
3+ years of experience supporting a senior executive, ideally within financial services, or a similar fast‑paced environment.
Exceptional written and verbal communication skills.
Strong organizational, time management, and prioritization abilities.
Advanced proficiency with Microsoft Office (Outlook, Excel, PowerPoint, Word) and comfort with modern productivity tools.
Proven ability to handle confidential information with integrity and professionalism.
Highly responsive, composed under pressure, and capable of anticipating needs before they arise.
Understanding/experience within the field of health and fitness a plus.
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Responsibilities will include but are not limited to:
Personal Assistance Household & Lifestyle Management:
Coordinate with household staff and service vendors for multiple residences.
Schedule maintenance, oversee vendors, and ensure properties are operating smoothly.
Event & Party Planning:
Plan and execute personal and firm-related events, including the CEO’s annual summer party and holiday (Christmas) party, attended by large guest lists of employees, family, and professional contacts.
Manage all aspects of event logistics, from venue selection, catering, décor, entertainment, and transportation to invitation management and day‑of coordination.
Coordinate with multiple vendors including event planners, florists, caterers, photographers, and rental companies to ensure every detail is executed flawlessly.
Oversee invitation design and distribution, track RSVPs, and manage guest communications with professionalism and discretion.
Maintain event budgets, timelines, and vendor contracts, ensuring cost‑effectiveness while delivering a refined, high‑quality experience.
Serve as the primary liaison between the CEO, guests, and vendors, ensuring that all logistics and presentations reflect the firm’s culture and the CEO’s preferences.
Personal Scheduling & Logistics:
Manage personal calendars, appointments, and commitments, ensuring alignment with professional obligations.
Handle errands, reservations, and travel arrangements for the CEO and family as needed.
Anticipate personal needs: birthdays, holidays, and travel; ensuring thoughtful preparation and organization.
Executive Support Calendar & Meeting Management:
Proactively manage a complex and rapidly changing calendar, ensuring the CEO’s time is optimized and priorities are aligned with strategic objectives.
Coordinate and confirm meetings with investors, senior leadership, and external partners, balancing competing demands with efficiency and tact.
Prepare daily and weekly agendas and briefing materials to ensure the CEO is fully informed and prepared for all engagements.
Act as the primary point of contact for all communication to and from the CEO, demonstrating exceptional judgment and professionalism.
Draft, proofread, and manage confidential correspondence, reports, and presentations with attention to detail and tone.
Screen, prioritize, and respond to emails and calls, ensuring timely follow‑up and alignment with the CEO’s preferences.
Meeting Preparation & Follow‑Up:
Organize and support investor, board, and leadership meetings by coordinating logistics, preparing presentations, and managing materials.
Record and track action items, ensuring timely completion by responsible parties.
Maintain a high level of awareness of ongoing projects, priorities, and business developments.
Travel Coordination (Occasional):
Plan and execute detailed domestic and international travel arrangements, including commercial and private flights, accommodations, ground transportation, and meeting logistics.
Prepare comprehensive travel itineraries with contact lists, schedules, and materials to ensure seamless travel experiences.
Remain on‑call for travel adjustments and urgent needs, providing real‑time problem‑solving support.
Qualifications
3+ years of experience supporting a senior executive, ideally within financial services, or a similar fast‑paced environment.
Exceptional written and verbal communication skills.
Strong organizational, time management, and prioritization abilities.
Advanced proficiency with Microsoft Office (Outlook, Excel, PowerPoint, Word) and comfort with modern productivity tools.
Proven ability to handle confidential information with integrity and professionalism.
Highly responsive, composed under pressure, and capable of anticipating needs before they arise.
Understanding/experience within the field of health and fitness a plus.
#J-18808-Ljbffr