What are the responsibilities and job description for the Executive Assistant position at Bespoke Private Service?

Job Description

Executive Assistant - Maya

Reports To : The CEO and reports to the Principals

Work Schedule : Full Time with flexibility

Location : Atherton, CA

Start Date : ASAP

Overview

A dynamic, high-functioning family office seeks an exceptional Executive Assistant to support their visionary Principal. This role offers a unique opportunity to be at the forefront of a multifaceted operation, seamlessly blending business acumen with personal support. The ideal candidate is a master of adaptability, thriving in a fast-paced environment where no two days are alike. You'll be the linchpin of the operation, managing complex schedules, coordinating extensive travel for the Principal, and anticipating needs before they arise.

We're looking for a proactive problem-solver who can turn ambiguity into action. You'll need to be more fluid than fixed, able to pivot quickly and think on your feet. This role demands high-level processing across a broad spectrum of responsibilities, from managing communications across multiple platforms to handling complex logistical tasks. You'll be entrusted with sensitive information, making discretion and integrity paramount.

This is not a typical 9-to-5 job; it's an opportunity to be a strategic ally to a passionate, high-achieving individual. You'll need empathy to understand nuanced needs, often working from partial information to complete objectives. While primarily based on-site, the role offers some flexibility. The Principal travels frequently, requiring you to provide efficient remote support and manage complex logistics. If you're highly organized, tech-savvy, and excited by the challenge of wearing many hats in a dynamic environment, this could be your chance to make a significant impact in a rewarding position.

Expectations

Bachelor's Degree or equivalent experience
Minimum of 5 years of experience as an Executive Assistant in a private service environment
Exceptional organizational skills with meticulous attention to detail
Excellent communication and interpersonal skills to interact professionally with family, staff, and external contacts
Proficiency in modern business tools and software, with a keen eye for technological solutions that enhance efficiency
Diplomatic, tactful, and discreet concerning confidential information with unquestionable integrity
Strong leadership qualities, including the confidence to manage up and advocate for necessary engagements with the Principal
Adaptable and flexible to manage evolving responsibilities and changing schedules
Proactive and resourceful with a "can-do" attitude and high degree of accountability

Responsibilities

Calendar Management : Manage complex and ever-changing calendar, coordinating high-level appointments, meetings, and events across multiple time zones. Adapt quickly to changing priorities and maintain flexibility in a dynamic, fast-paced environment.

Communication and Correspondence : Handle email correspondence with high-level entities, ensuring timely and appropriate responses while maintaining the Principal's voice and intent. Utilize various communication platforms including MS Teams, Telegram, and WhatsApp to maintain efficient communication channels.

Travel Coordination : Arrange extensive domestic and international travel, creating detailed itineraries that anticipate all possible needs and contingencies. Proactively problem-solve and address concerns that arise during the Principal's travel, often working with limited information and time constraints.

Business Support : Support business operations of the family office, including liaising with financial advisors, assisting with investment research, and preparing materials for board meetings. Manage special projects as assigned by the Principal, often requiring independent research and strategic thinking.

Administrative Excellence : Manage confidential documents and sensitive information with utmost discretion and integrity. Coordinate with other family office staff to ensure smooth operations and alignment with the Principal's objectives. Provide on-site support daily, with occasional availability required outside of regular business hours.

Benefits

Medical, Dental, Vision and Life Insurance

401 (k) retirement plan with company match

Generous paid time off (PTO), including paid holidays and health and wellness days

Flexible spending accounts (FSA) and dependent care spending accounts

Parental Leave

Short-term and long-term disability

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