EXECUTIVE & FAMILY OFFICE ASSISTANT

Job Description

Job Description

Company: ICD High-Performance Coatings + Chemistries
Reports To: Chief Executive Officer
Location: Ridgefield, Washington / Vancouver–Portland Metro Area
Work Arrangement: Primarily on-site
Employment Status: Part-Time 20-30 hours per week

Classification: Nonexempt

Base Salary Range: $38.46 – $43.27 per hour, depending upon experience, qualifications, and demonstrated executive/family-office support capabilities.

Position Summary

The Executive & Family Office Assistant provides high-level executive, administrative, and personal support to the CEO while serving as a central point of coordination across the CEO's business, family-office, trust/estate, property, and personal responsibilities.

This is not a traditional administrative or front-desk Executive Assistant position. It requires a highly organized, proactive, and discreet professional who can manage competing priorities, anticipate needs, protect confidential information, and ensure commitments and follow-up items are completed without requiring continual direction.

The successful candidate must also be highly comfortable working with AI-enabled tools and using artificial intelligence to improve organization, communication, research, drafting, planning, and executive support. Because the CEO actively incorporates AI into her workflow, this position requires someone who can confidently work alongside AI tools, adapt quickly to new technology, and use sound judgment when handling confidential or sensitive information.

Approximately 60% of the position is dedicated to ICD business and executive support. The remaining 40% supports family trust and property coordination, personal logistics, and limited family support. The individual in this position must understand which capacity they are working at any given time and maintain appropriate confidentiality, documentation, and boundaries between business and personal/family matters.

Essential Duties and Responsibilities

Executive & Business Support — Approximately 60%

·  Manage and coordinate the CEO's calendar, including prioritizing meetings, resolving scheduling conflicts, and protecting time for key business priorities.

·  Monitor and organize the CEO's business inbox; identify priority items and ensure appropriate follow-up.

·  Coordinate domestic and other business travel, industry events, meetings, and related logistics.

·  Prepare and organize meeting materials, agendas, and supporting documents.

·  Coordinate expense reporting and reconciliation.

·  Support corporate governance and Board activities by coordinating meeting materials, schedules, records, and follow-up items.

·  Serve as a coordination point between the CEO and internal team members regarding projects, assignments, and deliverables delegated by the CEO.

·  Maintain tracking systems for commitments, deadlines, action items, and follow-up.

·  Screen and route requests for the CEO's time and attention.

·  Anticipate upcoming needs, scheduling conflicts, and unresolved commitments and bring them to the CEO's attention before they become problems.

·  Use AI-enabled tools, where appropriate, to assist with meeting preparation, research, drafting, summarization, organization, project coordination, and executive workflow efficiency.

·  Maintain strict confidentiality regarding company, employee, financial, strategic, executive, and family information, including appropriate judgment about what information may or may not be entered into AI systems or other external tools.

Family Trust & Property Coordination — Approximately 20%

·  Serve as a scheduling, documentation, and follow-up contact with the family's estate attorney, accountant, and other professional advisors.

·  Coordinate communication and requested information between the CEO and professional advisors without providing legal, tax, investment, or fiduciary advice.

·  Maintain organized and secure electronic and physical records relating to trust and property matters.

·  Coordinate vendors, maintenance, repairs, service providers, and insurance-renewal activity associated with trust-owned real estate.

·  Track property-related deadlines, renewals, recurring obligations, and outstanding action items.

·  Maintain current information and tracking within the family's designated digital workspace.

·  Appropriately safeguard confidential family, property, and trust information.

This position does not have authority to make legal, tax, investment, fiduciary, or other financial decisions on behalf of the Trust or family.

Personal Executive Support — Approximately 15%

·  Manage and coordinate the CEO's personal calendar, appointments, and personal travel.

·  Coordinate household vendors, service providers, and appointments.

·  Assist with errands and personal administrative needs as reasonably required.

·  Coordinate gifts, family events, reservations, and other personal logistics.

·  Maintain appropriate separation and confidentiality between personnel, family, and company matters.

Family Logistics Support — Approximately 5%

·  Coordinate appointments, transportation, and social/wellness activities for the CEO's mother.

·  Assist with logistical follow-up associated with scheduled appointments or activities.

Important Boundary: This position will not access, manage, review, or transact through financial accounts or financial statements belonging to the CEO's mother. Financial matters are intentionally handled through a separate channel. The scope of this position is limited to scheduling, transportation, activities, and related logistics.

Qualifications

Required

·  Five or more years of progressively responsible experience supporting a senior executive, owner, founder, or similarly senior leader as an Executive Assistant, Executive Personal Assistant, or comparable position.

·  Demonstrated ability to manage highly confidential and sensitive business and personal information.

·  Exceptional organizational, prioritization, and follow-through skills.

·  Proven ability to manage multiple responsibilities and deadlines simultaneously with limited supervision.

·  Strong written and verbal communication skills.

·  Strong judgment regarding confidentiality, boundaries, and appropriate escalation.

·  Demonstrated proficiency using AI tools in a professional setting to support research, drafting, summarization, organization, planning, problem-solving, and executive productivity.

·  Ability to create effective prompts, refine AI-generated outputs, verify accuracy, and recognize when human judgment or additional review is required.

·  Strong understanding of appropriate confidentiality and data-handling practices when using AI tools with business, employee, financial, family, or other sensitive information.

·  Comfortable learning and adopting new AI platforms, productivity tools, and digital workflows as technology evolves.

·  Proficiency with modern office technology, calendars, email, digital document management, and collaboration tools.

·  Ability to work primarily on-site in Ridgefield, Washington and throughout the Vancouver/Portland metropolitan area as business or personal responsibilities reasonably require.

·  Ability and willingness to sign and comply with a confidentiality and nondisclosure agreement covering both company and family matters.

Preferred

·  Prior experience supporting a CEO, business owner, or entrepreneur.

·  Advanced experience using generative AI and AI-enabled productivity tools in executive, administrative, or business workflows.

·  Family-office, private-principal, estate, trust, real-estate, or high-net-worth household support experience.

·  Experience coordinating with attorneys, accountants, insurance professionals, and other outside advisors.

·  Experience with Notion or similar project, task, or information-management systems.

Core Competencies

·  Exceptional discretion and confidentiality

·  Proactive problem identification

·  Strong follow-through and accountability

·  Sound judgment

·  Attention to detail

·  Organizational discipline

·  Adaptability and composure

·  Clear and professional communication

·  Ability to appropriately prioritize competing requests

·  Ability to anticipate needs rather than simply respond to requests

·  AI & Digital Fluency — uses AI and other digital tools thoughtfully and effectively to improve productivity, organization, communication, and decision support while maintaining appropriate confidentiality, accuracy, and professional judgment

·  Strong service orientation while maintaining appropriate professional boundaries

Decision-Making Boundaries

This position coordinates, organizes, tracks, and facilitates activities on behalf of the CEO but does not independently act as a:

·  Fiduciary

·  Trustee

·  Investment advisor

·  Attorney or legal advisor

·  Tax advisor

·  Accountant or bookkeeper

·  Financial decision-maker for family members

Matters requiring legal, financial, fiduciary, or significant business decisions must be escalated to the CEO or appropriate professional advisor.

Work Environment and Position Requirements

The position operates primarily in an office environment but may require travel throughout the local metropolitan area for meetings, errands, property coordination, or other responsibilities.

The role may occasionally require schedule flexibility associated with executive travel, urgent scheduling changes, family matters, property issues, or time-sensitive business needs.

Regular and reliable attendance and the ability to maintain confidentiality are essential requirements of the position.

Equal Employment Opportunity

ICD High-Performance Coatings + Chemistries is an equal opportunity employer. Employment decisions are based on qualifications, merit, and business needs without regard to any status protected by applicable federal, state, or local law.

Reasonable accommodations will be provided to qualified individuals with disabilities as required by applicable law.

This job description describes the general nature and level of work expected and is not intended to be an exhaustive list of every responsibility. Duties and responsibilities may change based on business and organizational needs.

ICD High Performance Coatings + Chemistries, based in Ridgefield, WA, is a global leader in sustainable, water-based coatings and chemicals. From architectural glass to advanced additive technologies, our clean chemistry solutions drive innovation worldwide. With a small, family-style culture and global reach, ICD is committed to excellence, growth, and planet-first innovation. Join us to make a real impact—building both your career and a legacy of sustainable solutions

Company Description

ICD High Performance Coatings + Chemistries, based in Ridgefield, WA, is a global leader in sustainable, water-based coatings and chemicals. From architectural glass to advanced additive technologies, our clean chemistry solutions drive innovation worldwide. With a small, family-style culture and global reach, ICD is committed to excellence, growth, and planet-first innovation. Join us to make a real impact—building both your career and a legacy of sustainable solutions