Executive Assistant to the President

Pay: Competitive, Health Insurance 100% Paid

EXECUTIVE ASSISTANT TO THE PRESIDENT

The Executive Assistant to the President provides high-level administrative support across the President’s business, personal, property, office, and related entity matters. This role requires exceptional organization, discretion, follow-through, and the ability to manage a wide range of responsibilities with accuracy and professionalism.

Key Responsibilities

Executive & Personal Support

• Prepare correspondence, dictation, documents, and other written materials as requested.
• Manage daily priorities, task lists, follow-ups, scheduling needs, and time-sensitive requests for the President.
• Coordinate travel and related arrangements, including flights, transportation, lodging, car rentals, and other trip details.
• Assist with personal administrative matters related to residences, vehicles, boats, insurance, purchases, family needs, pets, and other requests.
• Maintain private plane trip records, including flight logs, related payments, dues, and budget reconciliations.

Business, Property & Entity Administration

• Maintain records and assist with administrative matters for the President’s business interests, properties, trusts, and related entities.
• Track commercial and residential tenant rents, security deposits, lease documents, and related property records.
• Coordinate with brokers on available units, new leases, lease renewals, and related documentation.
• Schedule and coordinate tenant move-ins, move-outs, maintenance requests, repairs, and related follow-up.
• Track licenses, renewals, property files, trust files, lease files, and other important records.
• Maintain QuickBooks records for rents, invoices, trust accounts, accounts payable, accounts receivable, and related transactions.
• Reconcile monthly bank statements and prepare QuickBooks records and reports for the President’s review.
• Track invoices for all entities, maintain payment records, and prepare checks for signature.
• Compile year-end salary, benefits, and related information for the President’s review.

Office & Employee Administration

• Manage purchasing, maintenance, and coordination of office equipment, supplies, technology, and related services.
• Work with computer consultants to maintain the office network, workstations, and related systems.
• Review vendor services and research alternatives when needed.
• Provide oversight and coordination for receptionist, administrative/accounting assistant, and temporary administrative support roles as needed.
• Assist with interviewing, hiring, and onboarding administrative staff.
• Prepare employment offers and coordinate new-hire setup, including workspace, business cards, phones, benefits information, and new-hire paperwork.
• Maintain employee benefit, insurance, and related HR files.
• Assist with administration of employee benefit plans, including medical, 401(k), life and disability, FSA/HRA, and related plans.
• Coordinate benefits renewals, changes, and year-end information with the benefits administrator.
• Process biweekly payroll.

Qualifications

• Proficiency in QuickBooks and Microsoft Office Suite, particularly Excel.
• Strong organizational skills and attention to detail.
• Ability to handle confidential and sensitive information with discretion.
• Excellent communication, customer service, and interpersonal skills.
• Ability to interact professionally with individuals at all levels.
• Self-directed, proactive, and able to work independently.
• Strong problem-solving skills and ability to manage multiple priorities.
• Ability to work efficiently on diverse projects and consistently meet deadlines.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person