Executive Assistant

Overall Objective:

To assist the Founder & Chairman in all professional and personal capacities as needed and requested. The Executive Assistant will act as a back-up to the Business Manager.

 

Responsibilities:

The primary role of this position is to assist in all professional and personal areas necessary to facilitate and coordinate the needs for the Founder & Chairman; always projecting a professional image. The successful candidate will take ownership of the principal’s calendar, travel, meetings, priorities, and day-to-day operating rhythm while serving as a trusted extension of the principal with internal and external stakeholders.

 

General Duties:

• Own and proactively manage an extremely dynamic, fluid, and ever-changing calendar
• Prepare Founder & Chairman with executive briefings in advance of meetings, including relevant background, attendee information, prior discussions, key objectives, outstanding issues, and anticipated discussion points
• Coordinate and prepare conference rooms meetings, including room setup, technology, materials, attendee lists, catering and refreshments, seating arrangements, and any other meeting-specific requirements
• Serve as a thoughtful gatekeeper of the principals' time, ensuring requests are properly vetted and considered
• Handle multiple projects and tasks
• Be available before and after hours for phone calls – 24/7 mentality
• Partner with the Business Manager on complex domestic and international travel.
• Support logistics involving the family's private aircraft as well as commercial aviation.
• File expense reports
• Participate in board meetings and executive calls, capturing and preparing clear, concise notes, key decisions, action items, and follow-up items for the Founder & Chairman.Maintain and update electronic database
• Maintain the current filing system - offering new solutions to streamline
• Handle correspondence and applicable communication
• Upon arrival and before leaving, must maintain professional and clean working environment
• Maintain close communication with all necessary associates on all issues that impact the Founder & Chairman

 

Requirements

• Must have 10+ years of experience as an Executive Assistant
• Must be computer literate with proficiency in MS Word, MS Excel, MS PowerPoint, MS Outlook/Express, with the ability to learn new computer systems.
• Proven ability to manage multiple tasks while working independently
• Strong attention to detail
• A strong sense of urgency and commitment to get the job done quickly and with high quality
• Comfortable working with a strong and direct personality
• Able to maintain composure in high-pressure situations
• The ability to communicate, both written and verbal, with people at all levels of an organization