Executive Assistant

Executive Assistant

Invisible Hand seeks a sharp, highly motivated, and seasoned Executive Assistant to support the agency’s Founder and CEO across a variety of personal and professional priorities e.g. production for events and convenings, family travel booking and coordination, and inbox management. 

This is a unique opportunity for a highly motivated individual who is seeks to grow toward a Chief of Staff, or a Family Office Lead role. The right candidate must be curious, proactive, and eager to learn and support every aspect of the Founder’s life—from her agency priorities to her board responsibilities to her family commitments. 

This position is full time, hybrid (2-3 days in-person), and based in New York City. The role also comes with exposure to the entire agency team, client roster, and the Founder’s broad network. 

If you thrive in fast-paced environments, have experience as a project manager, and identify as extremely organized, proactive and detail-oriented, , read on.

Daily Responsibilities 

• Manage 360 Calendar 
  Design an optimal daily experience to ensure that the Founder is able to focus time and energy on the most strategic priorities 

  • Organize meetings, appointments, and time for execution according to different priorities across the agency and CEO’s personal commitments. 

  • Proactively schedule and manage all regular appointments or reservations—making sure to note any policies for cancellations or shifts. 

  • Ensure the CEO stays on track and on time throughout the day with repeated reminders for upcoming meetings and start times. 

  • Proactively manage daily logistics and transitions—building in space for movements and scheduling and preparing support services (e.g. drivers) in advance

  • Partner with Chief of Staff to manage competing priorities and meetings and develop and share alternative solutions to Founder as needed 

  • Update the CEO Master Calendar document to enable the team a broad purview of upcoming personal and professional milestones and moments throughout the year

  • Manage all event invitations—confirming RSVPs, adding details to all calendar holds, and working with the Founder and COS to clarify which opportunities to confirm or decline 
    
    

• Manage CEO Inboxes and other communication channels
  Ensure that the Founder can jump into email and easily and clearly assess the priority items or communications that need to be reviewed and/or sent

  • Review all incoming messages to the CEO inbox, and label each item appropriately (e.g. response needed, task, etc.) 

  • Draft email responses, new outreach, and follow-up notes for Founder to review and send within 24-48 hours of a meeting and 24 hours of a message received 

  • Consolidate and prioritize details and tasks from email and flag for the appropriate person to complete or consider—ensuring they have what they need to be successful 

  • Manage inbox labels throughout the day—moving items in and out of categories as needed

  • Regularly download messages across different CEO communication channels (e.g. texts, Whatsapp, etc.) to consolidate tasks or important project details, contact information, and content to distribute to the team and/or file within agency systems 

  • Archive newsletters, promotions, and other similar items daily to ensure that the inbox is cleared and easy for CEO to digest 
    
    

• Support CEO Readiness 

  • Ensure CEO is adequately prepared for meetings and appointments (e.g. has research summaries, completed paper work, identification, and other important details, etc.)

  • Coordinate logistics to ensure transition in-between meetings and appointments is smooth and timely—prompting and preparing other support personnel as needed 

  • Proactively send calendar and email reminders and confirmations to meeting particip