We are seeking a highly organized, proactive, and discreet Executive Assistant to support the two founders of our company. This role will encompass a wide range of responsibilities, both personal and business-related, ensuring that the founders' professional and personal tasks are handled efficiently and effectively. The ideal candidate will be adept at multitasking, have exceptional communication skills, and possess a high level of discretion.
Key Responsibilities:
Personal Assistance:
Insurance Coordination: Manage personal insurance tasks, including gathering and sending required information.
Legal Matters: Handle tasks such as hiring attorneys for personal matters (e.g., speeding tickets) and following up on legal processes.
Vehicle Coordination: Assist with car purchases, including title and insurance management, license plate renewals, and other related tasks.
Property Management: Coordinate logistics for multiple properties, including new purchases, maintenance, and rentals (e.g., VRBO management).
Travel Arrangements: Assist with personal travel planning, such as researching hotels and excursions, and summarizing options. Keeping travel documents and authorizations active.
Follow-ups: Handle follow-up tasks for various personal matters, such as tracking shipments and scheduling maintenance.
Home Maintenance: Manage home-related tasks, such as finding contractors for repairs and coordinating home services (e.g., landscaping, cleaning). Directly support purchase, move, and setup of a future new residence.
Miscellaneous: Assist with other personal projects and errands as needed.
Business Support:
Meeting Coordination: Schedule and set up MS Teams meetings and other business-related appointments. Coordinating hotels and flights for visitors. Ordering meals for meetings.
Administrative Tasks: Assist with miscellaneous business tasks that do not fit within current staffing roles.
Project Management: Investigate and manage small business projects and activities.
Communication: Act as a liaison between the founders and various service providers, both personal and professional.
Family Office Support:
Discretion: Maintain a high level of discretion in handling sensitive personal and financial information. Support bill payments and financial tracking.
Comprehensive Support: Assist with various tasks to support the founders' family needs, anticipating future requirements as the family office evolves.
Future Planning: As the family office develops, this role will grow to support both the founders' and their families' needs, involving more complex and varied responsibilities.
Qualifications:
Experience: Minimum of 5 years in an executive assistant or similar role.
Skills: Exceptional organizational and multitasking abilities, strong communication skills, and proficiency in Microsoft Office Suite.
Discretion: Demonstrated ability to handle confidential information with integrity.
Adaptability: Flexibility to manage a wide range of tasks and adapt to the founders' evolving needs.
Problem-solving: Strong problem-solving skills and the ability to take initiative and make decisions independently.
Education: Bachelor's degree preferred, but not required.
Additional Information:
Location: Based in RTP, NC office. No overnight travel. Occasional local use of your vehicle for execution of tasks is required.
Hours: Full-time preferred, with flexibility to address urgent tasks outside of regular business hours. Consideration may be given to candidates who can commit to 32 hours per week.