Current Opportunities
We are currently seeking an experienced and adaptable Executive Assistant to support the daily operations of our executive team and family office.
The Executive Assistant will perform a variety of administrative duties with the highest level of discretion and confidentiality. This well-organized and task motivated individual will be able to prioritize requests and enjoy the demands of a busy and fluid work environment.
Job Responsibilities
Empower the executive by providing exceptional support; anticipate needs, wants, challenges and proactively solve problems with a sense of urgency
Calendar Management – schedule, coordinate, organize and plan in-person and virtual business meetings, board meetings, personal meetings and appointments, travel dates, community events, etc. Provide follow-up reminders and details to prepare executives
Travel Management – research, plan and prepare travel itineraries for domestic and international trips; includes visas, passport (renewals), required travel documents, accommodations, connections, transportation and transfers, online check in, expense reports and receipt management
Prepare reports, meeting and presentation materials, agendas
Gather mail (sometimes offsite) for review, distribution and processing
Process charitable requests, gift allocations, memberships and dues
Manage the timely entry and payment of the executives’ household utilities and other bills; balance bank reconciliations
Assist with the completion of periodic forms and registrations for personal and business use
Transcribe editorial interviews
Scan documents for secure document storage
Other support duties as assigned, overtime possible
Ideal Candidate
Projects a professional image with an understanding of corporate etiquette
Professional written and verbal communication skills
Strong time management for self and others
Resourceful problem solver with initiative and confidence to follow through
Must maintain discretion and integrity
Excellent attention to detail with the ability to organize and track data
Willing to learn and adapt to new processes and initiatives
Qualifications
Degree preferred or equivalent work experience
7 – 10 years of experience in an administrative support role
Travel management required – both domestic and international with multiple forms of air and ground transportation
General bookkeeping/financial skills – Experience with Quicken preferred
Proficient with Office products (Outlook, Excel, Word, PowerPoint)
Proficient with office equipment (printers, scanners, phones, tablets, etc.)
Licensed Notary a plus
Previous transcription experience a plus