Executive Assistant

GENERAL JOB DESCRIPTION

The Executive Assistant performs a variety of administrative duties to support the Family Office, Managing Partner. The Executive Assistant is comfortable being proactive and taking ownership of tasks, can assert themselves to hold others accountable, and ensures all tasks are completed on time.

Executes a broad variety of tasks for highly visible executives, including managing an active calendar of professional and personal appointments, composing and preparing professional and personal correspondence, arranging complex/detailed travel plans, board presentations, itineraries, and agendas, and planning and preparing numerous charitable events for the firm that require C-Suite participation.

Duties And Responsibilities

• Interactions at all levels within the firm, as well as with clients, external executives, investors, board members, and partners.
• Point of contact for all professional and personal travel both domestic and internationally; on call and available as needed for travel support.
• Prepare and manage expense reports, ensuring accuracy and timely submission.
• Create and maintain the executive calendars.
• Assist in the preparation for Division events as needed, including offsite meetings, trainings, and retreats and ensuring all logistics are effectively managed.
• Coordinate and maintain meeting materials, ensuring all necessary documents are prepared in advance.
• Organize and distribute meeting notes, making sure they are accessible to all relevant parties.
• Handle incoming phone calls and messages with professionalism, courtesy, and discretion, ensuring they are appropriately screened and directed.
• Provides administrative support to executives and senior leadership, anticipates needs, and proactively executes support functions with a high degree of accuracy and efficiency
• Provides daily support by organizing and coordinating personal calendars, meetings, distributions, etc. and overseeing various special projects and tasks.
• Handles confidential information/documents with discretion and maintains a high level of confidentiality.
• Proactively identifies and resolves problems.
• Other duties as assigned.
  
  

Experience/Credentials

• Associate's or Bachelor’s degree in Business Administration or other discipline required.
• Minimum of 5 years of related Executive Assistant and or project management experience supporting C-Suite executives
• Exceptional experience in domestic and international travel logistics is a must. Research, plan, and execute family travel for private and commercial flights, accommodations, cars, food, etc.
• High level of proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong communication skills, both written and verbal, with the ability to interact professionally with other senior executives and clients.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple tasks simultaneously and handle high-pressure situations with a calm demeanor.
• Outstanding problem resolution skills
• Highly collaborative
• Demonstrated ability to maintain confidentiality and exercise discretion.
• Experience managing an executive’s calendar and travel arrangements.
• Experience supporting a high-level executive, managing complex schedules and communications.
• Flexibility to work outside standard business hours if needed.
  
  

FEATURED BENEFITS:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k)
• Health Savings Account
• Paid Maternity Leave
• Paid Parental Leave
• Tuition Reimbursement