Senior Executive Assistant

Job Description

Job Description

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
• 7+ years experience in specific executive administrative support capacity
• Extremely detail oriented and organized
• Exceptional organizational abilities, proactive problem-solving, adaptability, and strong verbal/written communication.
• Advanced to Expert level abilities with Microsoft Office products
• Excellent written and oral communication skills
• A minimum of 3 years’ experience with project oversight and/or supervisory/personnel management
• 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.
• 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.
• Process mail and respond to routine correspondence
• Able to take comprehensive messages when not available
• Liaison between Chairwoman, organization and family, household staff, etc.
• Compose thank you notes to all guests
• Compose letters for distribution and gifts
• Mailing books to various friends, family, and colleagues
• Coordinate staff birthday gifts
• Coordinate personal donations, correspond with organization, and maintain calendar for annual donations
• 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.
• Candidate must be open to travel with the executive if needed
• Provide concierge services to the Chairwoman

Strategic and Technical Support:

• Preparing reports, presentations, conducting research, and overseeing special projects.
• Advanced to Expert level abilities with Microsoft Office products to include MS Word, Excel,
• Access, Outlook, PowerPoint: intermediate to advanced abilities with Intuit products

Confidentiality: 

• Managing sensitive company, personal, and personnel information with discretion
• Maintain private files
• Scanning documents as necessary

OTHER DUTIES INCLUDE:

• Flexible
• Process special orders 
• Provide organization the Chairwoman's office
• Perform additional duties as assigned by the Chairwoman
• Understands reporting structure of the individual and organization
• Previous family office executive experience is a plus
• Perform additional duties as assigned by the Chairwoman

Benefits (Full-time Employees): 

• Paid time off
• 401K
• Medical, dental, and vision coverage

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