The Executive Assistant will support a small family office. The individual is responsible for providing administrative and personal assistance to the Executive Team. This position requires the ability to anticipate needs and offer solutions with a high level of professionalism, detail, and confidentiality.
Primary Responsibilities:
- Travel planning and coordination of domestic and international travel including flight planning, lodging, and car service and completion of expense reports upon return.
- Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
- Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
- Provide support for visitors, lunch or dinner meetings and manage virtual meetings ensuring systems are set-up and working for all meetings
- Assist with special projects; collecting and preparing information for meetings; and maintaining contact lists.
- Assist in management of appointments, medical appointments and matters as requested including scheduling of private appointments and residential maintenance for multiple homes and vehicles in multiple states
- Manage the business AmEx account; administer cards to executives, maintain invoice database and reconcile charges monthly
- Provide event management support as requested, provide hospitality to all guests, and help to create a welcoming environment, answer main phone line and respond to inquiries
- Other projects/duties as assigned
Qualifications:
- Executive support experience, including supporting C-level executives
- Must be discrete, and have a positive attitude
- Exceptional organizational skills and impeccable attention to detail
- Expert proficiency with Microsoft Office
- Technical proficiency and problem-solving skills related to: IT, IT support and troubleshooting
- Strong verbal and written communication skills
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
- Ability to multitask and adjust focus as requirements change
Education and Experience Requirements:
- Strong work tenure: 3+ years of experience supporting C-Level Executives
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat
Excellent benefit package that includes medical, dental, life, 401(k), PTO, and more.