High Level Executive Assistant

Role Overview
This role is ideal for a senior, relationship driven executive assistant who excels at managing the inbox, calendar, travel, and CRM of a busy Managing Partner who interacts daily with high net worth investors, business owners, commercial bankers, investment bankers, attorneys, and accountants. You will serve as the operational right hand to the partner, representing him credibly on the phone and in writing, while protecting his time and surfacing what matters.
You will spend the first phase building trust, learning his voice and preferences, and cleaning up the inbox and CRM. Over time, the role expands into full email management, travel coordination, document prep, and proactive follow up across the partner's entire network.

Core Skills and Experience Required
1. Executive Inbox Management
- Ability to clean and triage an inbox with 120,000 plus unread emails
- Draft and send email responses on the partner's behalf, in his voice
- Strong written English with neutral, professional tone
- Comfort with trust building period during month one with active feedback and tone adjustment

2. Phone Presence and Communication
- Confident handling phone conversations with high net worth investors and senior business contacts
- Professional screening, message taking, and routing of inbound calls
- Daily morning briefing call with the partner on his way into the office
- Preference for phone over text for supervisor coordination

3. Calendar and Meeting Coordination
- Schedule and coordinate meetings across multiple time zones
- Send pre meeting reminders to internal and external attendees
- Attach decks, NDAs, and supporting documents to calendar invites
- Protect family time and personal blocks while keeping work calendar full

4. Travel Coordination
- Book and modify flights and hotels
- Track and organize travel receipts for expense reporting
- Build trip itineraries that stack meetings efficiently in destination cities
- Authority to use a company credit card with spending limit to solve travel issues in real time

5. CRM and Database Hygiene
- Maintain and clean up Affinity CRM
- Verify and update contact information
- Log calls, meetings, and key interactions
- Build follow up workflows so no relationship slips through the cracks

6. Document Management
- Prepare meeting materials and briefing docs
- Track NDAs and ensure they are in place before sensitive conversations
- Handle templated documents (NDA processing) that free up the partner and his team

7. Discretion and Judgment
- High discretion around confidential financial and deal information
- Comfort representing the partner professionally to senior contacts
- Proactive, anticipatory work style, not waiting to be told what to do
- Comfort leveraging AI tools (ChatGPT) to move faster

What You Will Lead (Role Overview)

Phase 1: Onboarding and Trust Building (Month 1)
- Deep onboarding with the partner to learn voice, preferences, contacts
- Inbox cleanup and triage system setup
- Affinity CRM audit and cleanup plan
- Weekly check ins with EH Customer Success Manager
- SOP and preference documentation

Phase 2: Daily Operating Rhythm (Months 2 to 3)
- Standing morning briefing call with the partner
- Full email management with notifications via Slack when sent on his behalf
- Calendar, travel, and meeting coordination as the default
- Phone handling with full professional polish

Phase 3: Expanded Ownership (Month 3 plus)
- Proactive follow up across the partner's full network
- Document and NDA tracking for deal flow
- Coordination with office manager Darlene on events and RSVPs
- Coordination with new investor relations hire on meeting scheduling
- Templated task support for the broader team (e.g., NDA processing for Burke)


Tools and Infrastructure
- Affinity CRM, Google Workspace, Slack, RingCentral, ChatGPT
- Company email address with secondary security layer
- US phone number via RingCentral
- Company credit card with spending limit for problem solving