Hybrid Executive Assistant

at Milltown Partners

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $115,000 - $134,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, New York City, United States

About the role

• Executive Assistant supporting senior leaders at Milltown Partners in New York. Managing calendars, communications, and operational support within a growing US presence.

Responsibilities

• 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