Executive Assistant

Prepare Founder & Chairman with executive briefings in advance of meetings, including relevant background, attendee information, prior discussions, key objectives, outstanding issues, and anticipated discussion points. Coordinate and prepare conference rooms meetings, including room setup, technology, materials, attendee lists, catering and refreshments, seating arrangements, and any other meeting-specific requirements.

Overall Objective:

To assist the Founder & Chairman in all professional and personal capacities as needed and requested. The Executive Assistant will act as a back-up to the Business Manager.

 

Responsibilities:

The primary role of this position is to assist in all professional and personal areas necessary to facilitate and coordinate the needs for the Founder & Chairman; always projecting a professional image. The successful candidate will take ownership of the principal’s calendar, travel, meetings, priorities, and day-to-day operating rhythm while serving as a trusted extension of the principal with internal and external stakeholders.

 

General Duties:

• Own and proactively manage an extremely dynamic, fluid, and ever-changing calendar
• Prepare Founder & Chairman with executive briefings in advance of meetings, including relevant background, attendee information, prior discussions, key objectives, outstanding issues, and anticipated discussion points
• Coordinate and prepare conference rooms meetings, including room setup, technology, materials, attendee lists, catering and refreshments, seating arrangements, and any other meeting-specific requirements
• Serve as a thoughtful gatekeeper of the principals' time, ensuring requests are properly vetted and considered
• Handle multiple projects and tasks
• Be available before and after hours for phone calls – 24/7 mentality
• Partner with the Business Manager on complex domestic and international travel.
• Support logistics involving the family's private aircraft as well as commercial aviation.
• File expense reports
• Participate in board meetings and executive calls, capturing and preparing clear, concise notes, key decisions, action items, and follow-up items for the Founder & Chairman.Maintain and update electronic database
• Maintain the current filing system - offering new solutions to streamline
• Handle correspondence and applicable communication
• Upon arrival and before leaving, must maintain professional and clean working environment
• Maintain close communication with all necessary associates on all issues that impact the Founder & Chairman

 

Requirements

• Must have 10+ years of experience as an Executive Assistant
• Must be computer literate with proficiency in MS Word, MS Excel, MS PowerPoint, MS Outlook/Express, with the ability to learn new computer systems.
• Proven ability to manage multiple tasks while working independently
• Strong attention to detail
• A strong sense of urgency and commitment to get the job done quickly and with high quality
• Comfortable working with a strong and direct personality
• Able to maintain composure in high-pressure situations
• The ability to communicate, both written and verbal, with people at all levels of an organization

Required Skills


Required Experience