Executive Assistant – Family Office

We are seeking a highly organized, detail-oriented, and agile Executive Assistant to provide comprehensive support to the Owner and Chief of Staff in a fast-paced family-owned office. The ideal candidate will be a problem solver who thrives in a fast-paced environment and is adept at managing multiple priorities with grace and professionalism.

Job Responsibilities:

• Act as the primary point of contact between the Owner, Chief of Staff, and internal/external stakeholders.
• Manage an active calendar of appointments and meetings. Plan, coordinate, and ensure the Owner and Chief of Staff’s schedule is followed and respected.
• Manage, prepare, and edit emails and correspondence, ensuring prompt and efficient communication.
• Handle confidential and sensitive information with the utmost discretion.
• Facilitate meetings by preparing agendas, reserving venues, and organizing necessary materials.
• Conduct research, compile data, and prepare material for consideration and presentation.
• Provide a bridge for smooth communication between the Owner's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management.
• Participate in meetings and events as required, providing administrative support.
• Manage special projects, execute ad-hoc tasks as needed, and undertake occasional errands as required.
• Plan and coordinate travel arrangements, including flights, accommodations, and itineraries.
• Liaise with other staff, business contacts, and family members in a professional manner.
• Assist with event planning and coordination, including family gatherings, business events, and philanthropic activities.

Job Qualifications, Requirements and Skills:

• Bachelor’s degree in Business, Communication, or a related field is preferred.
• Minimum of 3-5 years of experience as an Executive and/or Personal Assistant, preferably within the restaurant/hospitality, real estate, or related industry.
• Exceptional organizational and time management skills with a proven ability to meet deadlines and multi-task in a fast-paced environment.
• Friendly and professional personality and appearance.
• Strong discretion and confidentiality, with a track record of handling sensitive personal and financial information.
• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and adept at learning new software and systems (including AI).
• Experience using Canva and social media is preferred.
• Working knowledge of office equipment (printer, scanners etc.).
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to work independently on projects, from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.
• Ability to use internal and external resources, as well as deducing skills to gather information to complete tasks/projects.
• Must have flexibility and capability of assisting with both business and personal needs/errands as requested.
• Ability to sit or stand for long periods of time.
• Ability to safely lift up to 25 pounds at times.
• Must possess reasonable ability to communicate both verbally and in writing in English.
• Ability to work on a computer for long periods of time.