Business Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Business Executive Assistant to provide direct support to the Managing Partner and help ensure the smooth and efficient operation of the business. This position will report to the Managing Partner, helping manage priorities, track open items, coordinate projects, and ensure timely follow-up across employees, clients, and outside organizations. The ideal candidate is an excellent communicator who can anticipate needs, manage multiple priorities, maintain confidentiality, and take ownership of tasks from start to finish. The Business Executive Assistant will be expected to participate in business meetings and calls with the Managing Partner, capture detailed notes and action items, and ensure that follow-ups are completed. This person will also serve as a central point of contact and help keep the Managing Partner and team organized and on track.

Key Responsibilities

Executive Support & Calendar Management

• Manage and maintain the Managing Partner’s complex calendar, including meetings, calls, appointments, and scheduling priorities.
• Help organize and prioritize the Managing Partner’s daily and weekly responsibilities.
• Prepare the Managing Partner for upcoming meetings by gathering relevant information, documents, and background materials.
• Identify scheduling conflicts and competing priorities and proactively recommend solutions.
• Monitor upcoming deadlines, commitments, and outstanding matters to ensure nothing falls through the cracks.

Meeting & Call Support

• Join business calls and meetings with the Managing Partner to take detailed notes.
• Prepare and maintain meeting notes, action items, and follow-up lists.
• Track commitments made during meetings and ensure appropriate follow-up with internal and external parties.
• Communicate next steps and deadlines to relevant team members.
• Follow up with the Managing Partner on outstanding decisions or items requiring attention.

Project & Task Coordination

• Maintain a centralized list of open items, projects, deadlines, and priorities.
• Coordinate projects from initiation through completion, ensuring deadlines and deliverables are being met.
• Track progress and proactively follow up with employees and outside parties on outstanding items.
• Help identify potential delays or issues and bring them to the Managing Partner’s attention.
• Coordinate meetings, documents, approvals, and other requirements necessary to move projects forward.
• Ensure completed projects and tasks are properly documented and closed out.

Internal Coordination & Follow-Up

• Serve as a liaison between the Managing Partner and employees to ensure clear communication and timely follow-through.
• Coordinate internal follow-ups and keep team members accountable for assigned responsibilities and deadlines.
• Help organize and prioritize internal requests and issues requiring the Managing Partner’s attention.
• Facilitate communication between departments and team members as needed.
• Maintain a strong understanding of ongoing business priorities and initiatives.

Client & External Relationship Coordination

• Act as a central point of contact between employees, clients, vendors, professional advisors, and outside organizations.
• Coordinate communications and follow-ups with external contacts on behalf of the Managing Partner.
• Schedule meetings and facilitate communication between internal and external parties.
• Ensure requests and inquiries are directed to the appropriate person and followed through to completion.
• Maintain professional and positive relationships with clients and external contacts.

Reports, Presentations & Business Materials

• Assist with the preparation of reports, presentations, meeting materials, spreadsheets, and other business documents.
• Gather and organize information from various sources for presentations and reports.
• Proofread and review materials for accuracy, completeness, and consistency.
• Help prepare materials for internal meetings, client meetings, and business presentations.

Administrative & Operational Support

• Maintain organized electronic files, documents, and business records.
• Assist with special projects and business initiatives as requested by the Managing Partner.
• Research information and provide administrative support for various business matters.
• Handle confidential and sensitive information with a high degree of discret…