Executive Asst

Position Overview

The Executive Assistant provides high‑level administrative, operational, and personal support to senior executives. This role coordinates complex scheduling, manages correspondence, plans events and travel, maintains financial and legal records, and serves as a key liaison across internal departments, external partners, charitable organizations, and family offices.

Key Responsibilities

Executive Support

• Manage executive calendars, schedule meetings, coordinate quarterly board meetings, and handle all incoming mail and calls.
• Prepare, proofread, edit, and distribute executive and company-wide announcements.
• Order meals for executive meetings and maintain office hospitality supplies.
• Notarize documents as needed.

Foundation Support

• Respond to product donation inquiries; prepare decline letters and route eligible requests.
• Coordinate and schedule Foundation board meetings.
• Maintain the Foundation checkbook and process charitable payments.
• Coordinate participation in charity events, concerts, and golf tournaments.

Sales & Corporate Support

• Plan and execute offsite events including VIP golf outings, advisory council meetings, and dealer visits.
• Create invitations, coordinate RSVPs, book travel, lodging, venues, and transportation.
• Assist with event logistics including nametags, catering, and large-group reservations
• Support Regional Sales Managers with documentation, international training letters, shipping materials, and distributor contracts.
• Maintain the company's distributor directory and portals.
• Assist with VIP visits, holiday mailings, and trade show accommodations.

Office Administration

• Order office supplies and coordinate equipment repairs.
• Maintain kitchenette and common‑area supplies.
• Manage customer product complaint routing.

Family Office Support

• Coordinate family travel, including detailed itineraries, reservations, and logistics.
• Process and record personal bills in Quicken; manage check orders and financial tracking.
• Maintain vehicles, registrations, I‑Pass transponders, and personal documents such as passports and licenses.
• Order flowers, purchase or exchange gifts, and assist with holiday mailings.
• Support tax preparation by organizing receipts, financial statements, and communicating with advisors.
• Coordinate with household caretakers for properties and renovation documentation.
• Maintain secure logs of passwords and monitor executive email for actionable items.

Legal & Compliance Support

• Enter real estate transfers into state systems.
• Prepare, convert, and distribute legal documents; handle notarization, scanning, and overnight mailing.
• Support patent/trademark meeting scheduling.
• Handle courthouse or city recordings when needed.
• Track loan payments, utility bills, taxes, and compile expense reports.

Qualifications

• 5-10+ years of senior-level executive assistant experience.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage sensitive information with discretion.
• Experience with event planning, travel logistics, and financial tracking (Quicken).
• Excellent communication skills and professional writing ability.
• Proficiency in Microsoft Office, SharePoint, and standard business applications.
• Notary certification preferred.
• Accounting or legal executive assistance experience preferred.