EXECUTIVE ASSISTANT

Core Responsibilities

• Provide direct administrative support to the Managing Partners, including:
  • Managing daily executive priorities
  • Cooking calendars and schedules
  • Protecting executive time and maintaining calendar discipline
  • Scheduling internal and external meetings
  • Cooking meetings involving executives, clients, partners, advisors, attorneys, and other stakeholders
  • Preparing executives for meetings and engagements
  • Managing follow-up items and commitments
  • Anticipating administrative and logistical needs
  • Helping maintain organization across multiple concurrent priorities
• Own and coordinate complex executive calendars, including:
  • Scheduling and rescheduling meetings
  • Identifying and resolving calendar conflicts
  • Prioritizing meetings based on executive and company priorities
  • Building appropriate travel and preparation time into schedules
  • Ensuring executives have necessary information before meetings
  • Maintaining visibility into upcoming commitments, deadlines, and events
• Coordinate domestic and occasional international travel for the Managing Partners, including:
  • Flights
  • Hotels
  • Ground transportation
  • Meeting locations
  • Restaurant reservations
  • Travel itineraries
  • Schedule coordination
  • Last-minute travel changes
  • Conference and event logistics
• Support executive meetings from preparation through execution and follow-up, including:
  • Preparing agendas
  • Organizing supporting documents
  • Gathering relevant information before meetings
  • Taking or coordinating meeting notes when appropriate
  • Identifying decisions and action items
  • Tracking commitments and deadlines
  • Following up with responsible parties
  • Maintaining organized records of important discussions and decisions
• Assist the Managing Partners with executive communications and correspondence, including:
  • Organizing and prioritizing communications
  • Drafting routine correspondence
  • Preparing internal communications
  • Cooking responses and follow-ups
  • Maintaining important contact information
  • Communicating professionally with senior executives, clients, attorneys, consultants, vendors, and other stakeholders
• Enable the use of artificial intelligence and modern productivity tools to improve executive efficiency, including:
  • Using tools such as ChatGPT and other generative AI platforms
  • Using Microsoft Copilot and Microsoft 365
  • Using Outlook, Teams, Word, Excel, and PowerPoint
  • Using cloud-based file management
  • Using AI meeting transcription and summarization tools
  • Using task and project management platforms
  • Using workflow automation tools
• Maintain systems that provide visibility into executive priorities, open action items, upcoming deadlines, important meetings, follow-up commitments, strategic initiatives, key relationships, documents requiring review or signature, and executive office administration, including:
  • Maintaining systems that provide visibility into executive priorities
  • Maintaining systems that provide visibility into open action items
  • Maintaining systems that provide visibility into upcoming deadlines
  • Maintaining systems that provide visibility into important meetings
  • Maintaining systems that provide visibility into follow-up commitments
  • Maintaining systems that provide visibility into strategic initiatives
  • Maintaining systems that provide visibility into key relationships
  • Maintaining systems that provide visibility into documents requiring review or signature
  • Maintaining systems that provide visibility into executive office administration
• Ensure confidentiality and discretion, including:
  • Understanding the sensitivity of working directly with company ownership
  • Creating structure in a fast-moving environment
  • Identifying needs before being asked
  • Taking responsibility for outcomes rather than simply completing assigned tasks
  • Using technology and AI to improve productivity
  • Communicating clearly, professionally, and appropriately
  • Remaining effective when priorities or schedules change quickly
  • Finding solutions independently
  • Ensuring commitments and action items do not disappear after meetings
  • Representing the Managing Partners and CS Contract Solutions professionally
  • Understanding what requires escalation and what can be handled independently
• Provide administrative support to the Executive Office as needed, including:
  • Document preparation
  • File organization
  • Expense reporting
  • Invoice and receipt organization
  • Meeting coordination
  • Presentation preparation
  • Contact management
  • Executive records signature coordination
  • Special projects
• Assist the Managing Partners with special projects and strategic initiatives as assigned, including:
  • Research
  • Information gathering
  • Vendor coordination
  • Project tracking
  • Presentation development
  • Event planning
  • Executive communications
  • Process development
  • Cross-functional coordination

Required Qualifications

• Minimum 5+ years of experience supporting executives, business owners, C-suite leaders, or senior leadership
• Demonstrated experience managing complex executive calendars and travel
• Strong proficiency with Microsoft 365, Outlook, Teams, Word, Excel, and PowerPoint
• Demonstrated comfort using artificial intelligence and modern productivity tools
• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• Ability to manage multiple priorities simultaneously
• Exceptional attention to detail
• Strong professional judgment
• Demonstrated ability to handle confidential and sensitive information
• Ability to operate independently with limited supervision
• Ability to anticipate executive needs rather than simply react to requests
• Ability and willingness to travel up to 25%

Preferred Qualifications

• Previous experience supporting company founders, owners, Managing Partners, CEOs, or other C-suite executives
• Experience working within a rapidly growing or entrepreneurial organization
• Experience supporting multiple senior executives simultaneously
• Advanced experience using AI tools for executive productivity
• Experience developing administrative workflows or automations
• Experience coordinating executive-level meetings, conferences, and travel
• Experience interacting with attorneys, financial professionals, senior executives, clients, and other high-level stakeholders

Key Competencies

• Discretion — Understands the sensitivity of working directly with company ownership
• Organization — Creates structure in a fast-moving environment
• Anticipation — Identifies needs before being asked
• Ownership Mentality — Takes responsibility for outcomes rather than simply completing assigned tasks
• Technology Fluency — Uses technology and AI to improve productivity
• Communication — Communicates clearly, professionally, and appropriately
• Adaptability — Remains effective when priorities or schedules change quickly
• Resourcefulness — Finds solutions independently
• Follow-Through — Ensures commitments and action items do not disappear after meetings
• Executive Presence — Represents the Managing Partners and CS Contract Solutions professionally
• Judgment — Understands what requires escalation and what can be handled independently

Travel Requirement

This position requires up to 25% travel. Travel may include accompanying the Managing Partners to company offices, operating markets, client meetings, executive meetings, conferences, strategic planning sessions, company events, and other business engagements. Candidates must be comfortable with occasional schedule changes and travel requirements associated with supporting company ownership.