Open Position:
01
Position’s Mission and Purpose
This position exists to be the scaffolding for a Lead Partner who is a fast-moving thinker, constantly generating ideas across multiple projects and initiatives, and requiring extensive networking and engagement with others. The Executive Assistant will develop and maintain the systems that help the Lead Partner operate at his highest level—holding structure so he can focus on strategy, relationships, and high-value decisions. When this position is working well, the Lead Partner moves through his days with clarity and calm, confident that nothing is falling through the cracks.
This isn't a traditional admin position. It's a force multiplier position for someone who finds deep satisfaction in creating order, anticipating needs, and enabling another person's best work.
Success in this mission will enable the Senior Partner to focus on his strategic role and priorities in an organized, calm, clutter-free work environment, and with confidence that the operational systems supporting his work are functioning without his involvement.
02
Roles and Accountabilities
Portabella Advisors operates as a role-based organization. The organization’s needs are captured through specific roles, which are then filled by different team members according to their strengths and interests. This means that job descriptions are not static, and individuals are not locked in to a prescribed set of tasks. The Executive Assistant will be filling the following roles:
03
Role: Strategic Support Partner
Purpose: To capture, synthesize, and organize the Lead Partner's thinking so that ideas become documented plans and meeting insights become actionable next steps.
Accountabilities:
• Draft agendas for meetings and calls based on inputs and previous interactions.
• Minutes, reports, presentations drafted and prepared on behalf of the Senior Partner that accurately reflect what was discussed and/or effectively communicate the ideas and messages the Senior Partner wants to convey.
• Thoughts, brainstorms, check-ins, and discussions are captured in real-time and synthesized to distill the key ideas, and document any follow-on or actions required as a result.
• Action logs for different projects established and maintained enabling real-time status updates on all actions, tasks, and issues/opportunities.
• Maintain stakeholder management system to track communications and outreach to different stakeholders (e.g. clients or partners), follow-up, and decisions.
• Maintain project scoping, proposal, and contract files, including any after action reviews and ensuring any necessary follow-up or knowledge management.
04
Role: Calendar Master
Purpose: Ensure efficient and smooth time management and tracking for the Lead Partner that maximizes his productivity.
Accountabilities:
• Meetings and appointments for Senior Partner and his teams are properly scheduled in the Teams calendar, have agendas, and are documented and filed.
• Senior Partner’s calendar is properly maintained, up to date, and balanced between meetings and focused work time.
• Scheduling requests from others are prioritized and responded to within one business day.
• Senior Partner’s time is accurately tracked and entered into the time tracking system with a monthly analysis of actual time use compared to planned use.
• Team members are maintaining accurate time tracking.
• Visitor meetings and events with the Senior Partner are organized and coordinated, including logistical support, scheduling, and preparation of agendas and necessary materials and documentation.
05
Role: Logistics Coordinator
Purpose: All Senior Partner and visitor logistics function smoothly.Accountabilities:
• Arrange all flights, accommodation, transportation, and other aspects of travel for the Senior Partner.
• Engage with partner/client staff and vendors to ensure Senior Partner travel itineraries are aligned with work plans and minimize logistical stress and complications.
• Visitor itineraries and travel plans are properly incorporated into Senior Partner scheduling and plans.
• Visitor logistics for partners and clients coming to NYC are fully supported ensuring a smooth visit.
06
Role: Administrative Steward
Purpose: To ensure administrative tasks for the Senior Partner are completed accurately and on time, removing friction from both professional and personal domains.
Accountabilities:
• Receipts and paperwork for reimbursement for Senior Partner is prepared and filed within 5 business days after return from travel or the event.
• Payment requests for expenses managed by the Senior Partner are prepared and submitted for processing within 10 business days, ensuring timely payments to vendors.
• Physical documents filed and organized no less than weekly.
• Organizational filing structure established and maintained.
• Support personal administrative needs including scheduling appointments, managing health/tax paperwork, handling insurance and warranty matters.
• Senior Partner has appropriate reminders for deadlines and commitments.
• Task management systems (Planner) are kept current with clear priorities.
