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

JOB SUMMARY: 
The Executive Assistant to the CEO plays a vital role in supporting the company's CEO and on a part-time basis, 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: 

Executive + Personal Assistance Support:

• 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 

BUDGET & OPERATIONAL OVERSIGHT: 

• 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 

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.