Executive Assistant - POSITION FILLED

Victoria Newitt Recruitment Inc has been retained by our confidential client to search for an Executive Assistant to the CEO and Founder.

JOB SUMMARY:
The Executive Assistant to the CEO plays a vital role in supporting the company's CEO and the Founder. This individual operates at both strategic and tactical levels seamlessly coordinating executive and personal priorities, leading a team of personal support staff, and ensuring alignment across divisional and investment entities. This role is diverse in its responsibilities, reactive to the ever-changing needs of the company's fast-paced environment while proactively anticipating the needs of the executives it supports. Bringing an acute attention to detail and creative problem-solving lens to work, as well as a positive, collaborative, and attentive approach to daily coordination, this role contributes to the efficiency of the company’s business by not being simply an assistant, but a key project manager, gatekeeper, and executor, with full access to the CEO’s priorities and operating rhythm. This role is best suited to a professional with impeccable judgment, strong leadership skills, and the ability to translate executive intent into organized action.

KEY DUTIES AND RESPONSIBILITIES:

• Acts as the point of contact for the Executive(s), employees, clients and other stakeholders managing all scheduling, travel and communications
• Provides personal assistance including trip coordination, personal errands, family scheduling, and high-touch household management
• Attends meetings with the CEO with respect to projects and investments
• Manages information flow in a timely, confidential, and accurate manner
• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls
• Exercises considerable judgement and discretion in handling requests for appointments and telephone calls
• Drafts professional correspondence and memoranda e-mails, using individual initiative and as assigned
• Proactively establishes, and maintains highly organized electronic and/or hardcopy filing system; files correspondence and other records
• Coordinates calendars and schedules appointments, ensuring all parties are informed and kept up to date of changes
• Maintains annual calendar document including weekly updates
• Plans and coordinates events including invitations, hiring staff, menu planning, ordering rentals, set up, attending and working at events

Project and Information Management:

• Manages a dynamic list of CEO-level and cross-entity projects, tracking timelines, owners, and completion rates across internal and external initiatives
• Supports event planning and execution, including internal board sessions, private events, and external commitments (including invitations, hiring staff, menu planning, ordering rentals, set up, attending and working at events)
• Gathers, synthesizes, and organizes background materials for CEO meetings
• Ensures tight follow-up mechanisms for divisional leaders and investments to prevent strategic drift
• Provides first-pass review of legal and administrative documents (leases, NDAs, international filings, etc.); flagging issues for further review

Office and Team Management:

• Supervises the Administrative and Personal Assistant staff with respect to day-to-day responsibilities and schedule, ensuring adherence to the company’s policies and programs
• Observes, analyzes and offers suggestions on current operations
• Assists with recruitment, training employees and onboarding processes
• Reviews and approves all time cards, overtime, vacation requests and sick days, and staff reimbursements
• Reviews and approves all credit card and cash expenses and reports
• Encouraged to identify and adopt AI tools and systems that improve scheduling, information flow, and task tracking

LEADERSHIP RESPONSIBILITIES:

• Directly leads a team and is responsible for planning, assigning, and directing work to collaboratively achieve the team's objectives; career coaching and developing; appraising and managing performance; recognizing and rewarding employees; creating a respectful workplace
• Manages in accordance with the company’s programs and policies to create a thriving and engaging workplace
• Is an ambassador for the company’s values and culture ​​​​​
• Develops and oversees a budget in line with the company’s financial goals

• Tracks family office budget performance, expenses, and reporting accuracy; flagging overages or risks early
• Supports visibility into back-costs for the CEO and CFO to enable financial decision-making

SYSTEM IMPROVEMENT & AI INTEGRATION:

• Leads initiatives to streamline systems for calendar management, expense visibility, document organization, and task tracking.
• Evaluates and integrates AI tools (e.g., calendar assistants, meeting summarizers, automated follow-ups) to enhance personal and executive productivity
• Open to recommending quarterly operational improvements, in consultation with CEO

EDUCATION AND EXPERIENCE:

• Minimum of 3-5 years’ experience in an Executive Assistant and office administrative role supporting senior executives

KNOWLEDGE, SKILLS AND ABILITIES:

• Commitment to excellence, professionalism, high standards and confidentiality
• Collaborative, creative, flexible, and innovative team player with an ability to work effectively with peers, senior leaders, and key stakeholders
• Exceptional communication and presentation skills, always maintains composure and an action-oriented attitude
• Excellent problem-solving, and analytical skills with good judgment to make timely and sound decisions
• Strong administrative and organizational skills with the ability to manage priorities and workflow
• Outstanding eye for detail and passion for providing excellent client service
• Demonstrated proficiency in supervising and motivating team members
• Excellent computer skills; proficiency with Microsoft Office Suite, Google Suite
• Comfortable adopting AI/automation tools (Notion AI, x.ai, Calendly, Fireflies, etc.)
• Familiarity with calendar syncing, shared drives, and collaborative project management tools (Asana, Trello, etc.)
• High emotional intelligence, exceptional organization, and a calm, action-oriented presence

WORKING CONDITIONS:

• Primarily office-based position
• Ability to travel as required

COMPENSATION:

The range offered for this position is: $100,000 – $120,000 annually, plus 5% bonus.

Compensation offered within this range is based on factors unique to each candidate, including skills, qualifications, experience and credentials.

If this position suits your skills and experience, we want to talk to you!

Please apply by submitting your resume and a covering letter outlining why you are a suitable candidate for this exciting role.