Senior Executive Assistant

To apply, you will only have to fill a short form on our website that will take you less than 5 minutes.

 

Job Title: Senior Executive Assistant

 

About the Company:

Our client runs several businesses, including a live-events company and a theater production slate with about six shows in development at once.

 

Job Description:

This role supports an executive who manages multiple businesses and production teams. You will manage complex calendars and production schedules. You will also coordinate travel and support investor relations. Additionally, you will help with personal and household coordination across multiple locations.

 

Responsibilities of the role:

• Manage the executive's calendar and balance time requests from multiple production teams.

• Coordinate schedules across teams to prevent conflicts with priorities, meetings, and deadlines.

• Liaise by phone and email with senior leaders at the events company to make arrangements.

• Book and manage all travel, including flights, hotels, and ground transport.

• Handle travel changes end to end, anticipating all knock-on effects.

• Research and identify potential theater investors.

• Set up introductions and meetings by email.

• Track every investor relationship and follow-up.

• Track renewal dates and payments for insurance and other recurring bills across three homes.

• Coordinate household needs, vendors, and pet care across three cities.

• Help manage a family member's medical appointments and prescriptions.

• Route prescription deliveries to whichever city the family will be in.

 

Required Experience and Qualifications:

• Several years of experience as an Executive Assistant supporting a CEO, founder, or senior executive.

• Proven track record of managing complex, frequently changing travel and calendars.

• Experience juggling competing priorities across multiple teams or projects.

• Exceptional attention to detail and follow-through, with no reminders needed.

• Confident, professional written and phone communication with senior stakeholders and investors.

• Discretion with sensitive personal, financial, and medical information.

• Strong English, written and spoken.

• Flexibility to work a part-time schedule that overlaps with US business hours.

 

Preferred Skills:

• Experience in theater, entertainment, or live events.

• Experience supporting investor relations or fundraising, including CRM or pipeline tracking.

• Experience as a family or household manager, or supporting an executive's personal affairs.

• Experience coordinating medical appointments or prescriptions for a client or family.

 

Personality:

• You are two steps ahead, anticipating what's needed and acting before being asked.

• You are detail-oriented; nothing slips, from a renewal date to a prescription delivery address.

• You are honest and forthright, raising mistakes early instead of letting them become surprises.

• You are kind and have a sense of humor, warm and easy to work with, even on hectic days.

• You are calm under pressure, staying steady and adaptable when plans fall apart.

• You are collaborative, working as a true partner to the executive, his husband, and the production teams.

 

Software & Tools:

• CRM or pipeline tracking software (preferred)

 

Schedule:

Monday, Tuesday, Wednesday, Thursday, Friday

09:00 - 13:00 ET

20 hours per week

 

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.