Personal Assistant to Chief Executive Officer (Independence)

Executive/Personal Assistant

Cleveland, OH

One of America’s fastest growing apartment builders is seeking an Executive Assistant to the CEO!

Highlights:

• High-impact role supporting executive and family office priorities
• Direct exposure to senior leadership, investments and strategic initiatives
• Join a well-capitalized, privately held organization with significant growth ahead
• Highly trusted position offering autonomy, variety and meaningful responsibility

Responsibilities:

• Reporting directly to the Founder/Chief Executive Officer, the Executive Assistant will serve as a trusted partner and key contributor to the success of both the Founder/CEO and the family office. This dual-facing role is instrumental in ensuring the seamless operation of both the executive and family office environments by managing complex calendars, coordinating high-level meetings, preparing thoughtful communications, and nurturing relationships with a wide range of stakeholders, including company team members, family office staff, and family members.
• The Executive Assistant will thrive in a fast-paced, evolving environment. This individual will be expected to demonstrate professionalism, discretion, and agility, while also embodying the values and culture that define the organization.

What you will do:

Executive & Administrative Support

• Administrative Support: Provide high-level administrative support to the Founder/CEO, including managing correspondence, preparing reports, and handling information requests.
• Correspondence: Compose and edit correspondence, prepare letters, and memos. Ensure clear and effective communication on behalf of the Founder/CEO.
• Calendar Management: Coordinate and manage the Founder/CEO’s Outlook calendar and daily schedule, ensuring efficient time management and prioritization of tasks.
• Meeting Coordination: Manage internal and external meeting coordination including scheduling conference rooms, preparing agendas, managing the collection and production of meeting materials, recording and distributing meeting minutes, and tracking and reporting on the status of action items and deliverables.

Family Office & Personal Support

• Liaison with Advisors : Serve as a primary point of contact for family advisors (e.g., attorneys, accountants, wealth managers, insurance brokers) and immediate family members on behalf of the Founder/CEO.
• Administrative & Logistical Support : Provide comprehensive support for the Founder/CEO’s personal and family-related matters including scheduling, document preparation, and coordination with external parties.
• Personal Assistance : Manage personal tasks for the Founder/CEO and family such as appointments, special requests, and support for personal business ventures.
• Operational Oversight : Handle Founder/CEO’s day-to-day personal operations including bill payments, reconciliations, insurance coordination, vehicle administration, and mobile account management.

Event & Travel Coordination

• Travel Arrangements: Coordinate Founder/CEO travel plans and itineraries while tracking global entry/TSA requirements for compliance.
• Local Travel: Travel locally as necessary to support the Founder/CEO’s activities.

Stakeholder & Communication Management

• Stakeholder Relations: Maintain working relationships with key stakeholders, including board members, investors, community leaders, and immediate family members as necessary and guided by the Founder/CEO.
• Internal Communications: Develop and distribute internal communications on behalf of the Founder/CEO, as needed, ensuring consistent messaging across the organization by aligning with the internal communications team.

Financial & Trust Administration

• Family Trust Company Operations: Assist in proper documentation of fiduciary activities related to the family trusts including managing accounting and preparing financial statements.
• Expense Management: Process family expenses and communicate directly with vendors, bankers, and all outside parties.
• Financial Reconciliation: Perform weekly reconciliation of bank accounts and credit card transactions, initiate wire transfers and confirm accuracy to Yardi ledger, provide occasional expense summaries, and manage all subscriptions. Create balance sheets & income statements for the family trust in advance of each Board meeting.
• Signature Coordination: Obtain signatures for business affairs working closely with related teams, and, at times, obtaining from the Founder/CEO’s personal residence, as needed.

Operational & Project Oversight

• Project Monitoring: Monitor and report special projects initiated by the Founder/CEO, ensuring timely completion and alignment with company goals.
• Technology Utilization: Identify underutilized technologies to improve efficiency and productivity within the executive office.
• LLC Filings: Coordinate LLC filings with appropriate attorneys.
• Document Management: Manage and maintain formation documents for new business ventures, including leases, expenses, financial records, and bank accounts for outside investment projects. Maintain a document repository such as SharePoint or on Summitas (private portal) to organize formation documentation (such as filings, NDAs, financials, logistics, etc.).

What you will need:

• Bachelor’s degree in Business Administration, Communications, or related field.
• Minimum of 5 years of experience as an Executive Assistant or in a similar role (e.g. Personal Assistant of a Family Office).
• Experience supporting senior executives or C-suite level professionals.
• Experience in a family office or industry-related leadership team is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• SharePoint, Microsoft Teams, and Power BI a plus.
• Familiarity with finance management software (e.g. QuickBooks or Summitas).
• Proactive and self-directed.
• Anticipates needs, takes initiative, and drives tasks forward with minimal supervision.
• Ability to anticipate executive needs and act accordingly.
• Exceptional organization and attention to detail.
• Manages complex schedules and communications with precision and consistency.
• Discretion and integrity.
• Handles sensitive information with the highest level of confidentiality and professionalism.
• Strong communication skills.
• Communicates clearly and effectively across all levels, both internally and externally.
• Adaptability and resilience.
• Thrives in dynamic environments, managing ambiguity and shifting priorities with composure.
• Time and task management.
• Prioritizes effectively to meet deadlines and support executive productivity.
• Relationship-oriented.
• Builds trust and rapport with stakeholders, demonstrating empathy, respect, and leadership.
• Project coordination.
• Plans and executes multiple initiatives simultaneously, ensuring timely and high-quality outcomes.
• Occasional travel approximately 20% annually, may be required to support executive meetings, company-sponsored events, training programs, industry conferences and neighborhood visits. Travel may include overnight stays and may vary based on business needs.