Milltown Partners is looking for an experienced and proactive Executive Assistant to join our US team in New York. You will provide crucial support to an expanded group of US leaders, including our US Partners, playing a key role as we grow our footprint in Washington D.C. This varied position mixes close executive support with broader operational contributions.
What You'll Do
- Manage calendars for US Partners across multiple time zones, aligning with their individual styles.
- Act as a first point of contact with high-profile clients and external contacts to arrange meetings for senior leaders in New York and Washington D.C.
- Support internal meetings by setting agendas, taking minutes, and following up on action items.
- Help senior leaders plan and manage daily, weekly, and monthly priorities, proactively flagging conflicts.
- Utilize CRM (HubSpot) to track key contacts and manage networking.
- Organize domestic and international travel, including itineraries, logistics, and expenses.
- Prepare and submit accurate expense reports on time.
- Organize internal and external events in collaboration with US Office Managers.
- Provide occasional assistance with personal matters where appropriate.
- Provide executive and operational support to leaders in or traveling to Washington D.C.
- Organize team travel, track budgets, and build relationships with travel providers.
- Support the New York Office Manager with front-of-house duties and event logistics.
- Work closely with the Senior EA in San Francisco and the wider EA team in London for consistent support.
- Support the US COO and US People Lead with research and projects as required.
What We're Looking For
- A minimum of three years' experience as an Executive or Personal Assistant, including complex calendar management for multiple C-Suite principals.
- Experience collaborating with colleagues across multiple national and international time zones.
- Excellent verbal and written communication skills with fluent English.
- Strong organizational and time management skills, with the ability to prioritize in a fast-paced environment.
- A proactive, solutions-oriented mindset that anticipates issues.
- Calm confidence and emotional intelligence when handling complex or sensitive situations.
- High professionalism and discretion with confidential information.
- Experience in a client-facing industry, balancing 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 standard hours.
Nice to Have
- Experience in a professional services, advisory, or communications firm.
- Familiarity with Washington D.C.'s political environment or experience supporting leaders in that space.
- People management or mentoring experience with junior administrative staff.
- Proficiency in G Suite, HubSpot, and related tools.
- Experience and curiosity about AI tools and their potential to improve workflows.
Technical Stack
- CRM (HubSpot)
- G Suite
- Calendar management tools
- Standard business software
Team & Environment
You will work in close collaboration with our Senior Executive Assistant in San Francisco and connect regularly with our Executive Assistant team in London.
Benefits & Compensation
- Competitive, transparent pay with open salary bands and twice-yearly bonuses.
- 401(k) with company match, eligible from day one.
- Robust healthcare options (medical, dental, vision) 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.
- Structured career development with clear progression pathways.
Work Mode
This role follows a hybrid working model, requiring three days per week in our New York office (Tuesday, Wednesday, and Thursday).
Milltown Partners is an independent, employee-owned firm committed to building a diverse, equitable, and inclusive workplace.
