Administrative Assistant to Owner and Founder

Green Circle Projects is an entrepreneurial family office with a diverse range of business activities and enterprises.  The company focuses primarily on real estate investment and management, private investment, creative, and social enterprise (through several owner founded social enterprises).  Today, our talented team is building the foundation for long-term generational growth and impact. We combine highly regarded brands with a unique and engaging investment and project pipeline.  Green Circle relies on a lean and relaxed operating environment to drive value for its team members, investments, stake holders and communities, adapting and innovating daily to create long term value through sustainability, innovation, creativity and solid business fundamentals.  

Narrative Summary:

This role serves as the direct administrative assistant to the Principal Owner and Founder of a Real Estate and Investment Family Office. The Family Office manages diverse activities, including property management, real estate and private equity investment, estate planning, and project management. The Administrative Assistant will evenly divide their responsibilities between company-focused tasks and personal assistant duties, ensuring efficient operations and seamless support for the Principal Owner.

The ideal candidate will possess relevant technical work history, and will demonstrate exceptional organizational skills, proactive communication, and unwavering discretion in handling confidential information.

Compensation:

Varies widely based on applicant work history and skill set.  Regionally competitive salary and benefits package based on benchmarking of similar roles for individuals possessing similar work history, education/ training and qualifications.  Comp package will include optional health and dental benefits plus 401k program. 

Hours – this is a full time role with a focus on completion of the core workload during the normal work week.  Due to the nature of the business and this administrative role, support availability is expected on evenings and weekends for urgent or important matters or for occasional events on evenings and weekends. 

Key Responsibilities:

Company Administrative Duties

Office Management and Administration:

• Oversee day-to-day office operations, environment and supplies. 

• Coordinate care and cleaning of the office with internal facilities team members and external vendors. 

• Coordinate with hosted guests and visitors, serving as point contact for business and personal guest needs.

Notary Services:

• Act as a notary for company-related documents, ensuring accuracy and compliance.

Financial Coordination:

• Assist with coordinating confidential wires, payments, and transfers related to Owner activities and projects in collaboration with the broader accounting department.

• Review and compile invoices, bills, and other financial documentation unique to the Owner for approval and processing.

• Maintain a variety of tracking and process documents related to the role. 

Meeting and Communication Support:

• Schedule and coordinate meetings, prepare agendas, and ensure timely circulation of meeting minutes. Participate in coordination of important company meetings. 

• Circulate meeting minutes and action items. 

• Follow up with team members on deliverables and deadlines from meetings.  

Confidential Document Management:

• Organize and maintain sensitive documents, including those related to real estate, private equity, and estate planning.

• Maintain secure storage and organization of important documents

Travel Coordination:

• Arrange and oversee company travel for the Owner and executive team, ensuring itineraries align with schedules and preferences.

• Coordinate with pilots, hosted guests and passengers on the company aircraft.

Project Assistance:

• Provide administrative support for specific projects within the Family Office divisions as needed.  Including research, outlining, and organization of project files.  

• Maintain complete knowledge of project documents and files and assist with sharing and filing of important project documents, maintaining accurate file naming and file management conventions. 

Personal Assistant Duties

Email, Communications and Calendar Management:

• Monitor, triage, and respond to emails on behalf of the Owner, prioritizing critical communications.

• Manage the Owner’s calendar, including scheduling personal and professional appointments, schedule blocking and internal coordination of meetings and availability. 

• Social Media / Networking  – monitor direct messages and posts to assist owner in timely responses and communication on networking platforms. 

Meeting Coordination:

• Assist with meeting scheduling, reminders, and diligent follow-up to ensure action items are completed, particularly for personal business falling outside of routine business process.

Travel Coordination:

• Plan and book personal and family travel, including flights, accommodations, and ground transportation.

Event Logistics Support: 

• Organize and coordinate personal events or gatherings, ensuring seamless execution.

Liaison with Staff and Vendors:

• Act as the primary contact for personal service providers, including household staff, vendors, and contractors.

Document Management:

• Assist with personal paperwork, filing, and organization, including insurance, legal, and financial documentation.

• Manage accurate filing, file naming, retrieval and sharing of documents, adhering to company file management standards.

Errands and Personal Tasks:

• Handle occasional errands and personal tasks, ensuring timely completion.

• Manage and assist with ordering, shipping and receiving of owners packages, stationary/ correspondence and special occasion gifting. 

Other Duties:

• Perform a variety of other tasks as assigned to support the Owner’s personal and professional productivity. 

• A primary facet of success in this role includes a general awareness of thoughtful action around saving time and enhancing productivity for the Owner wherever possible.

• Personal Touch – this position represents the owner and is an extension of the owner’s ethics, personality, hospitality and good will.  Conduct all business and relations in a way that maintains and enhances the owners personal and business relations. 

Qualifications:

Experience:

• Minimum of 3–5 years of experience in administrative assistant, chief of staff, project management, event planning or office management.  

• Preferred background in family investment offices, private equity, finance, real estate, or a similar field is highly desirable.

Education:

• Bachelor’s degree required; additional certifications and education (e.g., MBA, masters degree, real estate qualifications) are a plus.

Skills:

• Exceptional organizational, file management and multitasking abilities.

• Patient but diligent follow through, gentle (sometimes firm) reminders to the Owner to keep deliverables on track. 

• Strong written and verbal communication skills across a variety of modern communication platforms 

• Mandatory experience with Zoom, and modern calendar applications

• AI experience and adoption of modern apps and communication tools. 

• Embraces and leverage AI platforms for research, drafting and other productivity tasks

• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).

• Ability to handle confidential information with the highest level of discretion and integrity.

• Project management skills with a focus on follow-through and accountability.

Other Requirements:

Location:

 • This position is based in the downtown Bentonville, AR office, with some flexibility for periodic remote work. 

Confidentiality:

• The candidate will be required to sign a confidentiality agreement and pass a background check.

Professionalism:

• A highly trusted role demanding a commitment to privacy, reliability, and proactive problem-solving

• Strong collaborative mindset facilitating teamwork, accountability and a “fair but firm” demeanor surrounding professionalism and role responsibility. 

Tech and Equipment:  

• You will be provided a laptop, monitors, software licenses and other work peripherals necessary for the role.