What are the responsibilities and job description for the Executive Assistant & Event Planner position at FWM PAYROLL CLEARING INC?
JES Holdings is a privately-held family of companies with over 650 employees. Since our beginning in 1984, our expertise has grown from affordable multi-family and senior housing communities to include skilled nursing care and memory care centers, market-rate apartment and loft communities, historic renovations and market rate independent senior living communities.
Our growth is the result of our commitment to creating partnerships through which we strive to serve each client’s specific needs with integrity, timeliness and unmatched professionalism.
JES Holdings prides itself on making sound investments that deliver returns both financially and within the communities we operate. By far, our greatest investment is our staff of dedicated professionals who uphold the vision of JES Holdings and drive the business forward. We look for and reward dedication, innovation, creativity and hard work in each of our team members.
We are actively seeking an Executive Administrator/Event Planner in our Atlanta office. This position requires onsite working hours.
Position Summary
The Executive Assistant (EA) to the SVP of Operations provides high-level administrative, operational, and logistical support to the SVP and their leadership team to ensure smooth daily operations and the successful execution of organizational priorities. This role also serves as backup to the EA to the President, assisting with key corporate events and providing continuity during absences or peak periods. In addition, this position manages general office administrative duties to maintain an efficient, organized, and well-equipped office environment. The ideal candidate is proactive, highly organized, and comfortable balancing executive-level support with hands-on office management responsibilities.
Key Responsibilities
Support to the SVP of Operations
- Manage complex calendars and coordinate meeting planning, logistics, and materials.
- Monitor operational initiatives; prepare reports, distribute and track tasks in a timely fashion to ensure deadlines are met.
- Coordinate travel and itineraries; process expense reports and vendor invoices.
- Serve as a point of contact for internal teams and external partners on behalf of the SVP.
Support to Office of the President
- Serve as cross-trained backup to the President’s EA to ensure continuity of executive support.
- Provide support for the President’s calendar, communication preparation, prioritization of requests, and ad hoc administrative needs.
- Assist with board-related materials and confidential documentation as assigned.
Corporate Event Support
- Assist with planning and operational execution of major corporate events (e.g., annual meetings, leadership conferences, strategic retreats).
- Assist with event logistics, vendors, materials, and on-site troubleshooting.
- Travel to 3–4 corporate events annually, with occasional additional travel as business needs require.
Office Management & Administrative Operations
- Serve as the primary on-site contact for day-to-day office operations.
- Receive and distribute mail and packages; manage courier services.
- Maintain office supply inventory and proactively restock as needed.
- Submit and track facility and maintenance requests, coordinate with building management and service providers.
- Assist with office equipment upkeep, vendor coordination, and service scheduling.
- Ensure shared spaces remain organized, functional, and presentable.
Qualifications
Required
- 5 years of executive support experience, including direct support to senior leadership.
- Experience balancing executive support with administrative or office management responsibilities.
- Strong organizational and project management skills, with the ability to prioritize competing demands.
- Professional communication skills with strong attention to detail.
- Proficiency with Microsoft Office Suite, Google Workspace, and collaboration tools.
- Ability to travel periodically for corporate events.
Preferred
- Prior event planning, budgeting, and/or logistics coordination experience.
- Experience supporting more than one executive or department.
- Familiarity with privately-held company or family office.
- Bachelor degree or minimum Associates Degree.
Competencies
- Proactive & resourceful: Anticipates needs and solves problems independently.
- Service-oriented: Provides reliable support to executives and colleagues at all levels.
- Detail-driven: Maintains accuracy in documentation, communication, and logistics.
- Adaptable: Works well in dynamic environments with shifting priorities.
- Trustworthy: Maintains confidentiality and uses professional discretion at all times.
Work Environment and Physical Requirements
- Office environment with routine use of computers and standard equipment.
- Occasional lifting of supplies or materials up to 25 pounds, particularly during event support.
- Flexibility to support periodic early mornings, evenings, or extended hours around major events.
- Overnight travel required.
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