Executive Assistant

The Executive Assistant plays a pivotal role in the operations department of a large-scale private family office and is committed to providing the highest level of comprehensive and diverse support to the Principal and their family. The position requires a keen understanding of the unique dynamics within a family office environment, experience, and the ability to thrive in a highly variable environment while working seamlessly behind the scenes.

This position will work closely with and report to the CEO and from time to time, will take direction from the General Manager.

ESSENTIAL FUNCTIONS / RESPONSIBILITIES

• Proactively manage a complex calendar, overseeing extensive scheduling and coordination
• Provide comprehensive support for business and personal meetings, including preparing agendas, developing presentation materials, and taking detailed notes during meetings
• Draft, prepare, and revise documents, presentations, and reports for the Principal and CEO, often under tight deadlines
• Handle confidential and sensitive information with the utmost discretion, maintaining a high standard of professionalism
• Serve as the primary contact for highly confidential matters; evaluate priorities and determine the best course of action, offering recommendations that align with the Principal's requirements
• Handle correspondence, proposals, and requests for information on behalf of the Principal
• Develop efficient and collaborative relationships and maintain close communication with the Principal's support team, including the CEO, C-Suite executives, security, travel operations, and household staff
• Support and/or coordinate special projects and business operations by managing execution, tracking progress, identifying risks, and implementing corrective actions to ensure timely completion and successful results
• Keep and maintain all records and filing systems
• Hands-on duties as needed, such as organizing parties, running general errands, accompanying the Principal to appointments, shopping, etc

SKILLS AND WORK HABITS / QUALIFICATION

• Minimum 7 years of previous experience in a high-level executive assistant role within a family office, UHNW setting or supporting C-Suite and Founder level executive
• Longevity in past positions and excellent references from past employer
• Utmost discretion and ability to handle sensitive and highly confidential issues with professionalism and diplomacy
• Demonstrated ability to adapt to changing priorities, maintaining a calm, solution-oriented approach
• Exceptional organizational skills and impeccable attention to detail under a variety of circumstance
• Must have and express a positive approach to problems and situations that may aris
• Collaborative and positive mindset with focus on building effective partnerships across the organization
• Superior verbal and written communication skills; ability to draft polished correspondence on behalf of the Principal
• Self-starter with a strong sense of responsibility and the ability to complete tasks with minimal supervision
• Ability to receive constructive feedback
• Excellent computer skills and Mac savvy with the ability to troubleshoot when neede
• Solid experience using GSuite and Microsoft Office softwar

e.

PHYSICAL DEMANDS and REQUIREMENTS

• Able to work actively full-time in an office environment
• Able to travel on occasion, sometimes on short notice, both domestically and internationally, without assistan
• Able to work flexible hours as need
• Possess a valid passport for international travel
• Able to reach, bend, stoop, lift, carry, and move items as needed in performing job duti
• Authorized to work legally in the US and be willing to undergo an in-depth background investigation