A private family office with growing business, philanthropic, and personal initiatives is seeking a full-time Executive Assistant. The Executive Assistant will work under the supervision of the Chief of Staff to support the Principal, and will coordinate activities between local personnel, satellite office staff, and key partners. As a critical member of the team, the Executive Assistant will work with a high level of organization and attention to detail to support the Principal’s various workstreams. The ideal individual must be a self-starter who is service-oriented and enjoys working in a team environment that is mission and results driven.
This position requires flexibility in scheduling, including occasional nights and weekends. The Executive Assistant may travel domestically up to 10%. Locations of work will vary and could include office locations, private residences, and properties under construction.
Key Responsibilities
Proactively manage an extremely active and rapidly changing schedule across business, philanthropic, and personal workstreams. Facilitate calendar management including scheduling calls, in-person meetings, and video conferences.
Reserve and coordinate travel arrangements including flights, hotels, and ground transportation for both domestic and international trips.
Collate and print materials prior to meetings. Complete light filing, scanning, copying, and data entry.
Manage contact and address database.
Arrange logistics for on and off-site meetings, including catering orders and room reservations.
Assist with personal shopping, gift purchasing, and other personal errands.
Assist with coordinating childcare schedule.
Draft correspondences, thank you notes, and memos.
Support all administrative duties in the office including maintaining office supplies, processing mail and deliveries, and troubleshooting operational systems.
Characteristics for success
Unquestionable ethics and integrity. Demonstrated ability to protect privacy and maintain discretion in dealing with highly confidential information.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Service approach with a highlighted sense of accountability, empathy, and humility.
Highly resourceful team-player, solution-oriented, and comfortable operating with incomplete information.
Effective independently and in a semi-remote environment. Remain accessible and responsive beyond business hours.
Very strong interpersonal skills, professional demeanor, and ability to maintain grace under pressure when adapting to a rapidly changing environment, including reprioritization or reassignment of responsibilities.
Intellectual agility and the ability to analyze and think critically.
Highly proficient with various technology platforms including Microsoft Office, Macintosh OS, Adobe Acrobat, and DocuSign.
This company is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status of protected veteran, among other things or status as a qualified individual with a disability.
Basic Qualifications
Minimum of five years of direct experience in a supportive role requiring a high level of client service.
Bachelor’s degree. Advanced degrees and/or professional certifications are a plus.
Preferred experience working in small to medium sized companies. Experience working in a start-up environment is a plus.
Comfortable working in a family environment with children and pets.
Ability to pass background and driving record checks. Valid driver’s license. Willingness to sign a Confidentiality Agreement.
