Executive Assistant

Exceptional Admins (EA) is seeking a professional for an opportunity with a confidential HNW Family Office and Real Estate Investment Firm located in Greenwood Village, CO 80111. 

EA is a boutique firm exclusively focused on placing administrative professionals. The philosophy behind the EA process is to deliver exceptional professionals to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, personality and charisma of each candidate are viewed just as important.

About the Principals and Company

The intimate team of 8, who operate on a hybrid schedule, collectively achieve goals in a timely manner and exude an all-hands-on-deck approach. The two Principals are self-sufficient, yet they recognize when they need help. When reporting to work, the employee will have a desk at their office located in Greenwood Village. The company is a collection of two closely held family offices that manage and oversee the financial, personal, and strategic interests of multiple businesses. Their focus is on long-term trusted relationships, with exacting standards of character, competence, and confidentiality.

Hiring Goal

The client seeks a professional who is well-versed in being nimble and is highly organized. Both traditional and project-based responsibilities will fall on the desk of this Executive Assistant. The role needs someone who can work with precision and accuracy. The right candidate will be strongly focused on providing incredible service while balancing multiple tasks that support the business and its principals.

ROLE OVERVIEW

Main Office Support – 80%

Daily

• Manage the Out-of-Office calendar and all contact databases
• Contribute to the management of two inboxes; (see Other below for email project)
• Process all outbound mail
• Work with spreadsheets for activities affiliated with entities
• Oversee confidential and sensitive information
• Draft and send professional correspondence, both digital and hard copy, on behalf of office Principal(s)

Weekly

• Coordinate mailing of all office materials, checks, tax filings, and correspondence
• Download, organize, and maintain all electronic investment management files, including tax and financial reporting, tracking details for multiple entities with numerous investments in each entity
• Prepare and organize materials for meetings, presentations, and events
• Oversee the budget and day-to-day office operations, equipment, and supplies

Monthly

• Import, upload, and process inter-company billings using TimeSlips
• Convert electronic financial information into PDF financial packets and save to investment folders
• Assist with processing of credit card expenses and expense reports
• Manage the monthly birthday/anniversary lists for the Principal(s)

Quarterly

• Function as a conduit with tax and legal advisors and investment managers on an as-needed basis
• Coordinate quarterly tax planning meetings
• Coordinate quarterly team lunches
• Maintain all entity legal formation records

Annually

• Maintain entity Corporate Chart designed for a visual representation of all entities
• Manage creation and signing of annual minutes for all entities
• Assist with tax filing process, including tracking returns through the process, downloading returns, and delivering K1s (February-April, and September)
• Coordinate an annual partners meeting
• Coordinate holiday gift baskets, holiday cards, and other holiday recognition programs

Other

• Manage all Secretary of State filings throughout the year
• Ensure smooth coordination between the two office locations, including virtual and in-person meetings
• Coordinate travel for the office team (as needed)
• Build and maintain positive relationships with internal and external stakeholders
• Help one Principal purge oversaturated inbox and create a system to streamline going forward (project)

Remote Office Support – 20%

• Coordinates all travel needs for the Family Office Principal(s), which may include private or commercial air travel
• Manages planning and ticket distribution for any Ball Arena events; managing the suite
• Plan and coordinate family gatherings, business events, and special functions, managing all logistics
• Organize and send thank you notes, including birthday cards for friends/relatives
• Support house, personal assistant with parties/dinners/social events at the estate (as needed)
• Work with one Principal to setup and manage a RoboForm password system (Project)
• Manage Principal(s) travel accounts, such as Cuvee, and the like; help with passport activities and travel itineraries

Desired Background and Attributes

Candidates will be considered in totality of their skills and experience versus strict interpretation of “must haves.”

• Experience working with HNW or in a Family Office, a plus
• Investment company experience, a plus
• Accounting experience, a plus
• Proficient with the Microsoft Office 365 suite (Outlook , Word , Excel , Teams/Zoom, SharePoint, Visio, and PowerPoint )
• Proficient with Adobe Acrobat
• Proficient with WhatsApp messaging
• Zoom experience
• Professional demeanor with excellent verbal and written communication skills
• Self-starter and forward thinker
• Ability to work independently with little supervision
• Nimble, adaptable, and anticipatory mindset, a big plus
• Is a notary or willing to become one

Company Offerings

• Salary: $80k to $120k (Exempt)
• Work Schedule: Hybrid available, communication is fluid, work hours are 8am-5pm
• 401k: Up to 4% no waiting period, vesting schedule 5-years
• PTO: Accrued, no more than 4.92 hours bi-weekly, up to 128 hours annually in years one and two. 48 hours of sick time is included in PTO. Parental and medical leave options available
• Holidays Include:
• New Year’s Day (January 1)
• Memorial Day (Last Monday in May)
• Independence Day (July 4)
• Labor Day (first Monday in September)
• Thanksgiving Day (last Thursday in November)
• Friday following Thanksgiving (last Friday in November)
• Christmas Day (December 25)
• Healthcare: Company provides group medical insurance. Eligibility begins after the first full month following sixty (60) consecutive days
• Parking: Lot available

Interview Cadence (understanding things may pop up)

1. Phone screen between candidate and Exceptional Admins (30-mins)
2. If a fit, candidate creates personal portfolio (2.5-hrs)
3. Video interview with Exceptional Admins (15-mins)
4. First client interview: video screen with CFO/Managing Partner, (30-mins)
5. Second client interview: in-person or video interview with CEO/Founder (30-mins)
6. (Optional) Third client interview: Video Interview w/Staff (30-mins)
7. Client connects with references
8. Hiring decision

Is this the right fit for you?

The ideal employee would meet 8 out of the 10 attributes to be successful (and fulfilled) in this role:

1. You are comfortable in a quiet office, sometimes working alone
2. You enjoy working with numbers
3. You would self-describe as patient and thorough
4. You have a servant-heart through and through
5. You were able to anticipate the needs of others in a prior role
6. Exceptional problem-solving skills where challenges don’t fluster you but energize you to ‘figure-it-out’
7. Okay with a fluid work situation where messages can arrive outside of business hours
8. You know what it’s like to work with a high-functioning executive
9. You love to write everything down
10. Would self-describe as “resourceful, a quick learner, and process driven”

Triton Investment Company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, and background investigations.