Provide high-level personalized administrative support to the Chairwoman, including complex calendar and travel management, correspondence, project oversight, supervising an assistant, event logistics, preparing reports/presentations, handling confidential information, and providing concierge and family-office related services.
POSITION SUMMARY:
The Executive Assistant to the Chairwoman is the personal assistant to the principal, providing personalized administrative support in a well-organized and timely manner.
ESSENTIAL POSITION QUALIFICATIONS:
Calendar, Meeting, and Professional Management:
The Executive Assistant to the Chairwoman is the personal assistant to the principal, providing personalized administrative support in a well-organized and timely manner.
ESSENTIAL POSITION QUALIFICATIONS:
- Bachelor’s degree (minimum) – business related field preferred
- 7+ years experience in specific executive administrative support capacity
- Extremely detail oriented and organized
- Exceptional organizational abilities, proactive problem-solving, adaptability, and strong verbal/written communication.
- Advanced to Expert level abilities with Microsoft Office products
- Excellent written and oral communication skills
- A minimum of 3 years’ experience with project oversight and/or supervisory/personnel management
- Business acumen, i.e. experience owning or running a business
Calendar, Meeting, and Professional Management:
- Managing complex schedules, coordinating across time zones, and arranging meetings.
- Manage and maintain subscriptions, organization memberships, and licenses
- Ability to manage and collaborate with another executive assistant
- Comfortable with someone reporting directly to this role
- Professionally handling emails, screening phone calls, and serving as the primary gatekeeper for the executive.
- Process mail and respond to routine correspondence
- Able to take comprehensive messages when not available
- Liaison between Chairwoman, organization and family, household staff, etc.
- Compose thank you notes to all guests
- Compose letters for distribution and gifts
- Mailing books to various friends, family, and colleagues
- Coordinate staff birthday gifts
- Coordinate personal donations, correspond with organization, and maintain calendar for annual donations
- Maintain all contracts
- Coordinate all travel arrangements and special events with an eye to comfort/convenience as well as cost
- Organizing comprehensive travel itineraries and managing expense reports.
- Candidate must be open to travel with the executive if needed
- Provide concierge services to the Chairwoman
- Preparing reports, presentations, conducting research, and overseeing special projects.
- Advanced to Expert level abilities with Microsoft Office products to include MS Word, Excel,
- Access, Outlook, PowerPoint: intermediate to advanced abilities with Intuit products
- Managing sensitive company, personal, and personnel information with discretion
- Maintain private files
- Scanning documents as necessary
- Flexible
- Process special orders
- Provide organization the Chairwoman's office
- Perform additional duties as assigned by the Chairwoman
- Understands reporting structure of the individual and organization
- Previous family office executive experience is a plus
- Perform additional duties as assigned by the Chairwoman
- Paid time off
- 401K
- Medical, dental, and vision coverage
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