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