[Hiring] Executive Assistant @Di Rezze Family Office

Role Description

We are looking for an exceptionally sharp, self-directed Executive Operations Coordinator who operates less like a task-taker and more like a trusted right hand. This is not a role for someone who waits to be told what to do. You will be expected to think critically, act decisively, anticipate needs before they arise, and build systems and processes independently without hand-holding. If you thrive in ambiguity, take ownership without being asked, and can manage a high-volume, fast-paced environment with grace and precision — we want to hear from you.

Day-to-Day Responsibilities:

• Executive & Calendar Management
  • Own and manage complex executive calendars — proactively scheduling, rescheduling, and protecting time based on shifting priorities.
  • Coordinate and prepare agendas for internal and external meetings, ensuring all parties are informed and prepared.
  • Track action items from meetings and follow up independently to ensure timely completion.
  • Anticipate scheduling conflicts before they happen and resolve them without prompting.
• Communications & Correspondence
  • Serve as the first point of contact for incoming communications — triaging emails, filtering noise, and flagging what truly needs attention.
  • Draft, review, and send professional correspondence, responses, and communications on behalf of executives with minimal revision.
  • Communicate clearly and confidently with internal team members, external stakeholders, vendors, and service providers.
• Document & Information Management
  • Prepare, format, and organize reports, presentations, documents, and briefing materials to a high standard of accuracy.
  • Maintain organized digital filing systems, ensuring information is easy to find and always up to date.
  • Review documents for errors, inconsistencies, and completeness before they reach the executive.
• Travel & Logistics Coordination
  • Plan and coordinate all domestic and international travel — flights, accommodations, ground transportation, visas, and detailed itineraries.
  • Anticipate travel-related issues and prepare contingency options proactively.
  • Manage expense tracking and reconciliation tied to travel and business operations.
• Project & Operations Support
  • Support special projects, research assignments, and operational initiatives from start to finish with minimal direction.
  • Build and maintain task tracking systems, workflows, and SOPs to improve operational efficiency.
  • Identify gaps or inefficiencies and propose solutions without waiting to be asked.
  • Liaise with vendors, consultants, and service providers — managing relationships and holding them accountable to deliverables.
• Confidentiality & Discretion
  • Handle all sensitive business, financial, and personal information with the utmost confidentiality and professionalism.
  • Exercise sound judgment on what to share, what to escalate, and what to resolve independently.

Qualifications

• 4+ years of experience as an Executive Assistant supporting C-suite or senior-level executives.
• Proven ability to work autonomously and make sound decisions without constant direction.
• Exceptional written and verbal communication skills in English.
• Strong command of productivity and collaboration tools (Google Workspace, Microsoft Office, project management tools such as Notion, Asana, or Monday.com).
• Experience managing complex calendars across multiple time zones.
• Demonstrated experience coordinating domestic and international travel logistics.
• High degree of professionalism, discretion, and ethical judgment.

Requirements

• Experience working in a remote, fast-paced, or startup environment (strongly preferred).
• Familiarity with basic financial tracking, invoicing, or expense management (strongly preferred).
• Experience conducting research and synthesizing information into clear summaries or briefs (strongly preferred).
• Background supporting principals who are based in the U.S. or working across U.S. business hours (strongly preferred).

Core Competencies (Non-Negotiable)

• Critical Thinking — You analyze situations and solve problems independently before escalating.
• Proactiveness — You see what needs to be done and do it before being asked.
• Decision-Making — You make smart, confident decisions with incomplete information.
• Adaptability — You pivot quickly when priorities shift without losing composure.
• Practical Judgment — You apply real-world thinking in every situation, big or small.
• Ownership Mentality — You treat responsibilities as your own, not tasks handed to you.
• Attention to Detail — Errors are caught by you, not by others.

Availability & Engagement

• This is an Independent Contractor role.
• Generally available Monday through Friday, 9:00 AM – 6:00 PM Eastern Time.
• Prompt responsiveness to communications during core business hours is expected.
• Deliverables must be completed within timelines specified by the Company.
• This role does not require a fixed number of hours but requires consistent availability and output.