Executive Assistant

Growing private Family Office is looking for talented professionals to be a part of a dynamic team. The Family Office prides itself on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

Job Summary:

The Executive Assistant (EA) provides high-touch, operationally focused support to leaders across Design & Construction and Legal. This role would support four Director-level leaders. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Core Duties & Responsibilities:

• Manage and optimize complex calendars for assigned leaders, resolving scheduling conflicts proactively and ensuring efficient time management.
• Complete a broad variety of daily administrative tasks, including making travel arrangements, preparing trip itineraries, completing expense reports, and organizing internal and external meetings across multiple time zones.
• Collect and prepare standard documents and agendas for meetings; on occasion, attend key meetings to take notes.
• Draft routine correspondences, announcements, and occasional presentations based on briefs from leaders.
• Act as a reliable point of contact between leaders, team members, and external partners, routing inquiries and messages efficiently.
• Assist with onboarding new hires by coordinating schedules, setting up initial meetings, and preparing standard welcome materials.
• Partner with other administrative staff to support internal event logistics, such as team meetings, catering, and room setup.
• Organize, update, and maintain digital files, trackers, and internal wiki pages.
• Support daily team operations by handling basic data entry, tracking deadlines, and submitting Facilities or IT requests.
• Support with basic spreadsheet updates and data entry, including tracking deadlines and updating contact lists
• Other duties as assigned.

Skills & Work Requirements:

• 3 years of experience with executive level support
• Strong organizational and time-management skills with the ability to prioritize tasks from multiple leaders.
• Proficiency with digital workplace tools (e.g., Google Workspace, Microsoft Office, shared drives).
• Models a spirit of cooperation with team members, building a culture of collaboration and kindness
• Ability to effectively work independently
• Excellent communication and presentation skills
• Excellent verbal and written communication skills
• Strong analytical and critical thinking skills
• Proven experience with team building
• Ability to maintain confidentiality at all times
• Some travel may be required
• Working remote may be an option