Executive Assistant Job Description

Invisible Hand seeks a sharp, highly motivated, and seasoned Executive Assistant to support the agency’s Founder and CEO across a variety of personal and professional priorities e.g. production for events and convenings, family travel booking and coordination, and inbox management.

This is a unique opportunity for a highly motivated individual. The right candidate must be curious, collaborative, and eager to learn and coordinate across every aspect of the Founder’s life, from her agency priorities to her board responsibilities to her family commitments. This role works closely with the Founder and the rest of the Office of the CEO, including a personal assistant/house manager and the Director of Executive Operations, as well as Invisible Hand team members and vendors, to ensure seamless execution of day-to-day priorities alongside management of longer-term calendar planning, logistics, relationship management, and strategic initiatives.

This position is full time, hybrid (2-3 days in-person), based in New York City. The role also comes with exposure to the entire agency team, client roster, and network. For more tenured candidates, there is an opportunity for this role to carry a Senior EA title and compensation commensurate with experience.

If you thrive in fast-paced environments, have experience as a project manager, and identify as extremely organized, proactive and detail-oriented, read on.

Daily Responsibilities 

  • Manage 360 Calendar

    • Organize meetings, appointments, and time for execution according to different priorities across the agency and CEO’s personal commitments. 

    • Proactively manage daily logistics and transitions, ensuring the CEO stays on track and on time throughout the day, building in space for and scheduling movements in advance

    • Partner with the Office of the CEO, including the Dir. of Exec Ops, to manage competing priorities and meetings and develop and share alternative solutions to Founder as needed

    • Manage all event invitations—confirming RSVPs, adding details to all calendar holds, and clarify which opportunities to confirm or decline with CEO & CEO’s Office, ensuring high-touch, thoughtful relationship management on behalf of CEO at all times

  • Manage CEO Inboxes and other communication channels

    • Review all incoming messages to the CEO inbox, and label each item appropriately, and update labels as needed (e.g. response needed, task, etc.)

    • Draft email responses, new outreach, and follow-up notes for Founder to review and send within 24-48 hours of a meeting and 24 hours of a message received 

    • Consolidate and prioritize tasks, follow-ups and scheduling adjustments that flow from all communications channels (e.g. text, email, whatsapp, slack) and take the appropriate next steps or assign to relevant team members and track items through to completion

    • Archive newsletters, promotions, and other similar items daily to ensure that the inbox is cleared and easy for CEO to digest 

  • Provide Daily Administrative Support 

    • Conduct research for CEO and agency (e.g. to identify potential venues for an event or potential technology solutions to an operational challenge) 

    • Ensure CEO is adequately prepared for meetings and appointments (e.g. has relevant background, advance logistics / access, and other important details, etc.)

    • Regularly update the company CRM to ensure that all contacts have the most recent information and are accurately tagged for easy search

    • Develop best practice guide books for routine admin workflows (e.g. travel booking)

    • Design a system for organizing and maintaining Office of CEO files and materials—ensuring that the team can easily access critical information as needed 

    • Capture notes and next steps in meetings and calls to share with team, clients, and vendors 

Ongoing Responsibilities

  • Manage Founder Travel 

    • Oversee all aspects of Founder travel to ensure a seamless and stress-free experience

    • Schedule and lead regular travel review meetings (e.g. bi-monthly) across CEO’s office

    • Manage and communicate all planning and itineraries, travel logistics, and bookings

    • Manage frequent international travel, including visa requirements, time zone coordination, and last-minute itinerary changes, with the same level of polish as domestic trips

    • Coordinate with relevant team members to ensure that CEO and family is packed and prepared for any upcoming travel and have what they need upon leaving and returning

  • Coordinate all ongoing CEO administrative flows and special projects 

    • Work with PA to manage light bookkeeping (family bill payments, insurance claims, etc.)

    • Work with PA to manage vendor relationships and ensure consistent availability and service levels (e.g. drivers, personal care services)

    • Provide logistics support for the end-of-year gifting process including ordering supplies, managing inventory, updating contact information, sourcing vendors, and sending out gifts

    • Coordinate with relevant team members to ensure smooth execution of CEO and Invisible Hand special projects and events as needed

What we're looking for:

  • 5+ of experience as an executive assistant supporting a busy senior executive. 

  • Experience in project management and overseeing work from start to finish 

  • Impeccable organizational skills and ability to implement systems that promote efficiency.

  • A confident communication style and ability to converse comfortably with high-profile individuals

  • A highly motivated self-starter with excellent multi-tasking skills across competing priorities. 

  • A flexible schedule; ability to be available by phone/email as needed at night and on weekends. 

  • Sound judgment and discretion. Experience handling confidential and sensitive information. 

  • Experience supporting a high-net-worth individual or public figure is a plus.

Tools We Use

Familiarity with or ability to quickly learn Google Workspace, Slack, Asana, and CRM platforms. Comfort picking up new systems quickly is more important than prior experience with any specific tool.

Invisible Hand is proud to have a diverse, inclusive team. At IH, we don’t just celebrate our differences, we thrive on them. Our goal is to continue to create a workplace that fosters and champions diversity of thought, lived experience, and perspective, and we encourage people of all backgrounds to apply.

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