On-site Executive Assistant/Senior Executive Assistant - must have excellent job stability. Stability = at least 3 years of employment per employer. Must have experience working for a small family office/business as an Executive Assistant.
The Executive Assistant will be a key player in providing high-level administrative support to senior members of the family office. This role requires exceptional organizational skills, the ability to handle multiple priorities, and the utmost discretion when dealing with sensitive family and business matters. The ideal candidate will be proactive, detail-oriented, and capable of anticipating needs while maintaining a professional demeanor in all interactions.
Key Responsibilities:
Executive Support:
Provide comprehensive administrative support to senior family members and leadership team, managing calendars, scheduling meetings, and coordinating travel arrangements. Ensure that daily operations run smoothly and efficiently.
Correspondence Management:
Handle incoming and outgoing communications (phone calls, emails, mail), prioritizing urgent matters and responding on behalf of the family office when appropriate.
Document Preparation & Filing:
Draft, proofread, and prepare correspondence, presentations, reports, and other documents. Organize and maintain both electronic and physical files for the family office and ensure confidentiality is maintained.
Event Coordination:
Plan and coordinate family and business-related events, meetings, and gatherings, including arranging logistics, catering, venues, and guest lists.
Travel & Personal Assistance:
Arrange domestic and international travel, including flights, hotels, itineraries, and transportation. Assist with personal tasks and errands as required by the family office members.
Financial & Administrative Support:
Assist with managing and tracking expenses, invoices, and reimbursements. Liaise with external vendors, contractors, and service providers to ensure that projects and tasks are completed on time and within budget.
Project Management:
Support ad-hoc projects for the family office, including assisting with investment research, portfolio management tasks, and liaising with external consultants, accountants, and legal advisors.
Confidentiality & Discretion:
Handle confidential information with the utmost professionalism and discretion. Ensure all sensitive matters-whether personal or professional-are managed in a private, trustworthy manner.
Problem Solving & Anticipating Needs:
Proactively identify areas of improvement in office processes, anticipate needs, and find efficient solutions to help the family office run seamlessly.
Qualifications:
Experience:
Minimum of 3-5 years of experience as an executive assistant, personal assistant, or in a similar administrative support role, ideally in a family office, private wealth management, or high-net-worth individual environment.
Education:
A bachelor's degree or equivalent work experience is preferred.
Skills:
Exceptional organizational skills with the ability to manage multiple tasks and priorities simultaneously.
Strong attention to detail and accuracy.
Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.), and familiarity with project management tools is a plus.
Ability to work independently and manage sensitive information with discretion.
Communication:
Excellent written and verbal communication skills, with a polished, professional demeanor when interacting with internal and external stakeholders.
Discretion & Confidentiality:
Comfort handling highly confidential and sensitive family matters, maintaining professionalism at all times.
Personal Attributes:
Proactive & Solution-Oriented:
Anticipates needs before they arise and takes initiative to ensure tasks are completed efficiently and accurately.
Flexible & Adaptable:
Comfortable working in a fast-paced, dynamic environment where priorities can shift quickly. Ability to remain calm and effective under pressure.
Relationship-Driven:
Ability to build and maintain relationships with a variety of people, both inside and outside the organization, including family members, employees, and external partners.
High Emotional Intelligence:
Understanding the importance of balancing both professional and personal dynamics within a family office, with the ability to manage sensitive situations diplomatically