Executive Assistant

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Job Type

Full-time

Description

POSITION: Executive Assistant

FLSA: Exempt

DEPARTMENT: Corporate

Position Summary

The Executive Assistant plays a pivotal role in supporting the CEO by providing comprehensive executive support in a one-on-one working relationship. Reporting directly to the CEO, this position serves as the primary point of contact for both internal and external stakeholders regarding all matters related to the Office of the CEO. The ideal candidate thrives in a mission-driven, results-oriented, and community-focused entrepreneurial environment, demonstrating creativity and a proactive approach to problem-solving.

This role demands sound judgment and the ability to navigate various situations with poise. The Executive Assistant will possess strong written and verbal communication skills, as well as exceptional administrative and organizational abilities. The capacity to prioritize multiple tasks effectively and maintain a realistic balance among competing demands is essential.

The Executive Assistant will work independently on projects from conception to completion, demonstrating initiative and the ability to handle a range of activities and confidential matters with discretion, even under pressure. This position is crucial to ensuring the seamless operation of the CEO’s office and supporting the organization's overarching goals.

General Responsibilities

• Manage and maintain the executive's calendar, scheduling meetings, appointments, and travel arrangements, including flights, accommodations, and transportation.
• Manage complex and ever-changing schedules for the principal, including appointments, meetings, travel, and social events.
• Screen and prioritize incoming communications (phone calls, emails, mail), draft correspondence, and manage communication channels on behalf of the principal.
• Prepare meeting agendas, presentations, and reports, and coordinate logistics for meetings, including conference calls and video conferences.
• Organize and maintain both electronic and physical files, ensuring confidentiality and easy retrieval.
• Assist with project management tasks, including tracking deadlines, preparing agendas, and following up on action items.
• Organize and execute high-profile social events, private gatherings, and family functions, managing all logistics, vendors, and guest lists.
• Prepare and submit expense reports, manage invoices, and handle basic bookkeeping tasks. Assist with financial tasks, including expense tracking, bill payments, and liaising with financial advisors.
• Coordinate with vendors and contractors for property maintenance, renovations, and other related tasks.
• Run personal errands for the executive as needed, such as shopping, dry cleaning, or other tasks. Complete personal errands and tasks as needed, including shopping, deliveries, and other miscellaneous requests.
• Maintain strict confidentiality regarding sensitive information.
• Act as a point of contact for internal and external stakeholders, providing information and support as needed.
• Conduct research and compile data to support decision-making and strategic planning.
• Assist with special projects and ad-hoc tasks assigned.
• Coordinate all aspects of domestic and international travel, including flights, accommodations, transportation, and itinerary planning for the employer and their family.
• Must be able to drive luxury vehicles and vans by providing safe, reliable, discreet, and comfortable transportation for the principal(s) and family members.
• Safely and efficiently transport the principal(s), family members, and guests to various destinations, including appointments, meetings, events, social engagements, and airports.
• Plan and optimize routes, considering traffic conditions, road closures, and alternative paths to ensure punctuality and minimize delays.
• Adapt to changing schedules and unforeseen circumstances with flexibility and a solution-oriented approach.
  
  

WORKING CONDITIONS AND ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually moderate.

Requirements

QUALIFICATIONS & EDUCATION

• Minimum 5 years’ experience as a Personal Executive assistant.
• Bachelor’s degree preferred, or equivalent work experience.
• Proven experience as a professional chauffeur or executive driver, ideally working with individuals or families, with extensive experience in luxury vehicle maintenance.
• Experience working with families and children in an HNW environment is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Strong understanding of discretion and confidentiality.
• Ability to work independently and as part of a team.
• Experience in estate management and vendor management is a plus.
• Valid driver's license and reliable transportation.
• Must be willing to work extended hours and travel as needed.