Milltown Partners

Executive Assistant

Milltown Partners

full-time

Posted on:

Location Type: Hybrid

Location: New York City • New York • United States

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Salary

💰 $115,000 - $134,000 per year

About the role

  • Diary and calendar management: Manage the calendars of US Partners to their respective styles and preferences, making the most effective use of their time across multiple time zones.
  • Stakeholder liaison: Act as a first point of contact with high-profile clients and external contacts to arrange and coordinate meetings on behalf of senior leaders in New York and Washington D.C..
  • Meeting management: Support the US leaders with regular internal meetings – setting agendas, taking minutes, and following up on actions to ensure momentum is maintained.
  • Priority planning: Help senior leaders plan and manage daily, weekly, and monthly priorities, staying one step ahead to flag conflicts and identify solutions.
  • Contact management: Effectively utilise the CRM (Hubspot) to ensure that key contacts are tracked, and networking is maintained effectively.
  • Travel: Organise US and international travel arrangements, including itineraries, logistics, and any associated expenses.
  • Expenses: Prepare and submit expense reports accurately and on time.
  • Events: Organise internal and external events and networking occasions in collaboration with our US Office Managers.
  • Personal support: Provide occasional assistance with personal matters where appropriate.
  • Washington D.C. support: Provide executive and operational support to leaders operating out of, or travelling to, Washington D.C. as Milltown grows its footprint there.
  • Team travel: Organise US team travel domestically and internationally, including budget tracking and building relationships with preferred travel providers.
  • Office support: Support the New York Office Manager with front-of-house duties and event logistics when needed.
  • Cross-office collaboration: Work closely with the Senior EA in San Francisco and the wider EA team in London to ensure consistent and joined-up support.
  • Ad hoc projects: Support the US Chief Operating Officer and US People Lead with research and other projects as required.

Requirements

  • A minimum of three years' experience in an Executive Assistant or Personal Assistant role, including managing complex calendar scheduling for multiple principals at C-Suite level.
  • Experience collaborating with colleagues across multiple timezones, nationally and internationally.
  • Excellent verbal and written communication skills with a fluent command of English.
  • Strong organisational and time management skills, with the ability to prioritise effectively in a fast-moving environment.
  • Proactive and solutions-oriented – someone who anticipates issues and acts on them before being asked.
  • Calm confidence and emotional intelligence when handling complex or sensitive situations.
  • High degree of professionalism and discretion with confidential information.
  • Experience working in a client-facing industry, with an understanding of how to balance internal and external stakeholder needs.
  • Competence with calendar management tools and standard business software.
  • Willingness to provide occasional remote support to other US offices outside of standard business hours.
  • Experience working in or with a professional services, advisory, or communications firm.
  • Familiarity with Washington D.C.'s political environment, or experience supporting leaders who work in that space.
  • People management experience or experience mentoring junior administrative colleagues.
  • Proficient in G Suite, HubSpot, and related tools.
  • Experience, and curiosity, about AI tools and and how they can improve ways of working.
Benefits
  • Competitive, transparent pay with open salary bands, plus twice-yearly bonuses
  • 401(k) with company match, eligible from day one
  • Robust healthcare options, including medical, dental, and vision coverage, plus dedicated mental health support
  • 26 days PTO, 10 sick days, and 10 public holidays
  • Two-week company-wide winter break
  • Paid parental leave
  • Sabbatical leave
  • $100/month commuter benefit
  • Hybrid working model with three days in office (Tuesday, Wednesday and Thursday)
  • Structured career development with clear progression pathways and a defined career framework
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementmeeting managementcontact managementexpense reportingevent organizationtravel arrangementsproject supportstakeholder managementtime managementproblem-solving
Soft Skills
communication skillsorganizational skillsproactiveemotional intelligenceprofessionalismdiscretioncollaborationadaptabilitymentoringconflict resolution