Job Description
We are seeking a dedicated and detail-oriented Executive Administrative Assistant to provide comprehensive support to the Executive Vice President (EVP) of a family office. In this vital role, you will also offer limited assistance to the CEO, who is a member of the family. This position requires a high level of confidentiality, exceptional organizational skills, and the ability to handle a blend of professional and personal tasks. As a trusted partner, you will play a key role in ensuring the EVP's daily activities and long-term initiatives are efficiently managed.
Key Responsibilities:
Administrative Support:
Efficiently manage the EVP's calendar, including scheduling meetings, appointments, and travel arrangements.
Prepare and edit correspondence, communications, presentations, and various documents on behalf of the EVP.
Handle incoming and outgoing communications, including phone calls, emails, and letters with professionalism.
Meeting Coordination:
Organize and coordinate meetings, ensuring agendas and materials are prepared in advance, and take detailed minutes.
Follow up on action items promptly and maintain records of meeting outcomes.
Travel and Expense Management:
Arrange and coordinate travel itineraries, accommodations, and logistics for the CEO, covering both business and personal travel.
Prepare and submit expense reports to ensure timely reimbursement.
Information Management:
Maintain confidential files and records, ensuring they are organized and current.
Conduct research and compile data to assist in decision-making processes.
Stakeholder Liaison:
Act as a friendly liaison between the CEO/EVP and both internal and external stakeholders, including family members, board members, executives, clients, and partners.
Facilitate effective communication and nurture positive relationships on behalf of the CEO and EVP.
Project Management:
Assist in the planning and execution of special projects and initiatives as directed by the EVP.
Monitor project timelines and deliverables, ensuring successful completion.
Office Management:
Collaborate with other administrative staff to promote consistent and efficient office practices.
Event Planning:
Plan and coordinate corporate events and executive meetings, handling logistics, vendor negotiations, and on-site support.
Confidentiality and Discretion:
Manage sensitive and confidential information with the utmost discretion and professionalism, ensuring the EVP's privacy is maintained.
Executive and Personal Support:
Provide personal assistance to the EVP, managing personal appointments, family-related tasks, and household matters.
Anticipate the needs of the EVP and proactively address them to ensure smooth operations.
Qualifications:
Proven experience as an executive administrative assistant, ideally within a family office or similar environment.
Excellent organizational and time-management skills, with a strong ability to prioritize tasks effectively.
Outstanding written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Ability to multitask and thrive in a fast-paced environment.
High level of discretion and commitment to confidentiality.
Bachelor's degree preferred, or equivalent experience.
Experience in managing personal and family-related tasks is a plus.
This role is essential to the EVP's effectiveness and the seamless operation of the family office. We are looking for a proactive, detail-oriented individual who can manage a diverse range of administrative, executive, and personal support tasks, ensuring a harmonious balance between the EVP's professional and personal responsibilities.
Employment Type: Full-Time
Salary: $ 85,000.00 125,000.00 Per Year
Job Tags
Full time,