Senior Executive Personal Assistant

• Arrange and coordinate travel itineraries and logistics for the CEO
• Maintain confidential files, ensuring they are organized and up-to-date
• Monitor project timelines, deliverables, and ensure successful completion
  
  

Job Duties Summary for Executive Administrative Assistant

Position Overview: The Executive Administrative Assistant to the Executive Vice President of a family office provides comprehensive administrative support to the EVP as well as limited support to the CEO, both of whom are members of the family. This role demands a high level of confidentiality, organizational skills, and the ability to handle both professional and personal tasks. The Executive Administrative Assistant will be a trusted partner, ensuring the EVP's day-to-day activities and long-term initiatives are efficiently managed.

Key Responsibilities:

• Administrative Support:
• Manage the EVP's calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the EVP.
• Handle incoming and outgoing communications, including phone calls, emails, and letters.
  
  

Qualifications: This role is crucial to the EVP’s effectiveness and the smooth operation of the family office. The ideal candidate will be proactive, detail-oriented, and capable of managing a wide range of administrative, executive, and personal support-related tasks, ensuring seamless integration of the EVP’s professional and personal responsibilities.

• Meeting Coordination:
• Organize and coordinate meetings, including preparing agendas, meeting materials, and taking minutes.
• Ensure timely follow-up on action items and maintain records of meeting outcomes.
• Travel and Expense Management:
• Arrange and coordinate travel itineraries, accommodations, and logistics for the CEO, both business and personal.
• Prepare and submit expense reports and ensure timely reimbursement.
• Information Management:
• Maintain confidential files and records, ensuring they are organized and up-to-date.
• Conduct research and compile data to support decision-making processes.
• Stakeholder Liaison:
• Act as a liaison between the CEO/EVP and internal/external stakeholders, including family members, board members, executives, clients, and partners.
• Facilitate effective communication and maintain positive relationships on behalf of the CEO & EVP.
• Project Management:
• Assist with the planning and execution of special projects and initiatives as assigned by the EVP.
• Monitor project timelines, deliverables, and ensure successful completion.
• Office Management:
• Coordinate with other administrative staff to ensure consistent and efficient office practices.
• Event Planning:
• Plan and coordinate corporate events and executive meetings.
• Handle logistics, vendor negotiations, and on-site support for events.
• Confidentiality and Discretion:
• Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Ensure the EVP's privacy and maintain trustworthiness in all dealings.
• Executive and Personal Support:
• Provide personal assistance to the EVP, including managing personal appointments, family-related tasks, and household matters.
• Anticipate the needs of the EVP and proactively address them to ensure efficient operations.
• Proven experience as an executive administrative assistant, preferably in a family office or similar environment.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• High level of discretion and confidentiality.
• Bachelor’s degree preferred or equivalent experience.
• Experience in managing personal and family-related tasks and affairs is a plus.