Job description

The Executive Assistant will provide support to the CEO and Family by efficiently and expeditiously performing a wide range of tasks, including: scheduling appointments and maintaining the CEO’s calendar, transcribing voice mail messages daily, drafting and editing correspondence, processing mail, copying and filing, coordinating travel plans, and running errands. Must quickly analyze situations and information and devote close attention to detail. Works with minimal guidance and establishes priorities to perform quickly, accurately, and effectively under pressure of deadlines and additional unexpected tasks. This job involves problem solving, reassessment of situations, a high frequency of follow-up, and exercising good judgment to anticipate the executive’s needs and the needs of the family. Extensive interaction with clients, colleagues, and personal contacts of the executive’s - a high degree of confidentiality and discretion is therefore required.

Summary of essential job functions

Essential Responsibilities include, but are not limited to, the following:

Responsibility

• Manage calendar (Outlook), meetings, and appointments - schedule internal and external meetings, conference calls, and other events, taking into account frequent changes and constant reprioritization. Manage calendar according to business and personal priorities, ensuring all appropriate parties are aware of itinerary and making sure that all changes are seamlessly integrated regardless of timeframes. Make allowances for meetings to run late and remind CEO of subsequent appointments periodically throughout the day
• Coordinate travel - manage CEO’s travel arrangements, including personal trips, and ensure accuracy of ticketing and clarity of information in CEO’s calendar. Create itineraries and verify that CEO has on his person all necessary documents and information, such as airline boarding passes, hotel reservation details, rental car confirmations, etc.
• Maintain contacts (Outlook) and business card binders - Add new contacts when requested by the CEO. Use every opportunity, such as e-mail exchanges and phone conversations, to verify and update contact information. File business cards under appropriate categories in CEO’s business card files, adding to contacts as requested
• Transcribe voice mail - make accurate and complete transcriptions of all voice mail messages for the CEO twice every day (late morning and late afternoon). Be proactive whenever possible by acting on voice mail messages and/or adding comments to provide the CEO with more information and updates
• Draft correspondence - write letters of various types, using creativity and imagination to expand on CEO’s verbal description of contents. Process thank you cards, copies of articles, and other items that CEO wants to send to professional and personal contacts
• Process mail - open mail, including personal invoices and correspondence, and sort out by type and urgency. Schedule time daily to review mail with CEO and process as per his instructions
• Miscellaneous errands - include: picking up lunch, processing CEO’s dry cleaning, arrangements for meetings hosted by CEO, framing photos and art, purchasing gifts and personal items, etc.
• Accounting - include: work with CFO to process CEO’s monthly invoices, credit card statements and payments in a timely manner
• Event Planning - Coordinate all aspects of social events including preparing guest lists, invitations, managing responses, organizing venues, food, valet, entertainment, give aways, etc.

Minimum Requirements

Our ideal candidate will think out of the box, be proactive and take the initiative, have the ability to make quick decisions and work independently, and enjoy a challenge!

• Minimum five years supporting a senior manager (or secretarial/administrative position with similar responsibilities)
• Technology Experience a plus but not required
• Financial background ( Bookkeeping, Accounting, Banking) preferred
• Intermediate to advanced level in Microsoft Office Applications (Word, Excel and Outlook)
• Some understanding of charitable organizations
• Some familiarity with a family office environment.
• Strong organizational skills, flexibility, and the ability to prioritize work assignments
• Extreme attention to detail
• Professional in both demeanor and appearance
• Discretion and maturity in the performance of duties of a highly confidential nature
• Talent for performing multiple tasks simultaneously, quickly, and accurately under pressure
• Capacity to manage stressful situations without allowing frustration to impact job performance
• Exceptional judgment - knowing when to ask for more information
• Well-developed cognitive and interpersonal abilities
• Excellent verbal and written communication skills, including mastery of spelling, punctuation
• Punctual and reliable attendance for odd hours that may vary.
• Willingness and ability to travel on short notice.
• Desire to learn and grow into new responsibilities
• Clear Thinker
• Self-Motivated
• Discerning in demeanor and appearance
• Must pass stringent background check
• Must be able to travel %50 of the time
• Provide personal assistance to husband wife team
• This is not a 9 to 5 office job

Benefits

We offer an environment that encourages continuous learning and improvement, competitive salary, and excellent benefits including: 401(k), health insurance, personal time off, dental plan, vision plan, EAP plan, and wellness plan.