Executive Assistant

Job Description

The Family Office is a financial and asset management team supporting a multi-generational family with a diverse portfolio of operating businesses and investments. The family has a long history of entrepreneurial success and remains actively involved in the leadership and growth of its enterprises.

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The family and their related entities are growth-oriented, long-term focused, and deeply committed to their impact across their broader ecosystem. In addition to managing and expanding their business interests, the family maintains a strong commitment to philanthropy, dedicating both financial resources and personal involvement to their efforts.

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The Family Office is a small, collaborative team responsible for supporting all financial, operational, and administrative aspects of the family’s affairs. The environment is dynamic and highly personalized, requiring individuals who are adaptable, detail-oriented, and capable of operating with discretion across a wide range of responsibilities.

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Position Summary

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The Executive Assistant will serve as a trusted partner to the Principal, providing comprehensive support across professional responsibilities and select personal needs and helping ensure the Principal’s time, priorities, and commitments are thoughtfully managed.

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This role extends beyond traditional administrative support and requires an individual who develops a deep understanding of the Principal’s priorities, preferences, relationships, and ways of working. The Executive Assistant will be expected to anticipate needs, exercise sound judgment, independently solve problems, and create structure around a dynamic range of priorities, while serving as a central point of coordination across the family office, business interests, philanthropic activities, outside commitments, and select personal matters.

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The ideal candidate is detail-oriented, resourceful, and exercises exceptional judgment, with the ability to navigate a sophisticated business environment and the highly personalized nature of supporting a Principal.

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Responsibilities

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Executive & Administrative Support

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• Manage and optimize the Principal’s complex and evolving calendar, balancing competing demands across business, family office, board, philanthropic, outside organization, and personal commitments
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• Act as a thoughtful gatekeeper for the Principal’s time and attention, helping prioritize competing requests and ensuring focus remains on the most important priorities
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• Serve as a primary point of contact for internal and external stakeholders, managing communications with professionalism and discretion
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• Manage and triage incoming communications, including emails, calls, and requests, identifying time-sensitive or priority matters and ensuring appropriate response and follow-up
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• Prepare briefings, materials, and agendas for meetings, ensuring the Principal is well-informed and prepared
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• Maintain a forward-looking view of the Principal’s priorities, commitments, and upcoming needs, proactively identifying deadlines, decisions, or potential conflicts and exercising judgment around when to escalate matters and when to independently move work forward
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• Draft, review, and manage correspondence on behalf of the Principal and, when appropriate, communicate on the Principal’s behalf, ensuring interactions reflect the Principal’s voice, standards, and communication style
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• Track and manage follow-ups, ensuring continuity and execution across key priorities
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• Provide occasional support with personal tasks, scheduling, and errands as needed
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Coordination & Workflow Management

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• Act as a central coordinator across the family office, business entities, and external advisors
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• Develop a strong understanding of the Principal’s key relationships, preferences, and communication style to facilitate thoughtful and highly personalized interactions
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• Provide administrative and project support across select business ventures and external partnerships as needed
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• Support the Principal’s board and outside organization commitments, coordinating meetings, materials, communications, and follow-up as needed
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• Liaise with internal team members and stakeholders to ensure alignment and timely execution of priorities
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• Support cross-functional initiatives by tracking deliverables, timelines, and key stakeholders
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• Develop and maintain organized, accessible systems for critical information, contacts, preferences, records, and reference materials, ensuring important information can be readily accessed when needed
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Travel & Logistics Management

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• Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries, maintaining a strong understanding of the Principal’s travel preferences and requirements
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• Anticipate needs during travel and proactively address changes, issues, or logistical needs as they arise
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• Support planning and coordination for meetings, events, and gatherings
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• Coordinate access to events, memberships, and ticketing, including scheduling, distribution, and logistics
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Financial & Administrative Coordination

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• Track and process expenses, including expense reporting and invoice coordination with the accounting team
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• Maintain organized financial, legal, and other important documentation, coordinating with the appropriate internal and external parties as needed
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• Maintain accurate records and documentation and oversee general administrative and office-related needs
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Special Projects & Research

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• Independently troubleshoot complex or time-sensitive requests, identifying solutions and engaging the appropriate internal or external resources with minimal direction
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• Conduct research and compile information to support decision-making
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• Support projects and coordination across the Principal’s business, philanthropic, and other outside interests
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• Take ownership of projects from initiation through execution, ensuring high-quality outcomes
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Qualifications

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• Bachelor’s degree required
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• 7–10 years of experience as an Executive Assistant or similar role supporting senior executives, principals, or ultra-high-net-worth individuals
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• Demonstrated experience managing complex and frequently changing calendars, competing priorities, high-volume communications, and time-sensitive executive needs
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• Experience serving as a trusted extension of a senior executive or Principal, including drafting communications and interacting with stakeholders on their behalf
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• Experience within a family office, corporate, or professional services environment preferred
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• Experience interacting confidently and professionally with senior executives, board members, business partners, advisors, and other high-level stakeholders
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• Exposure to commercial real estate, investment, or entrepreneurial business environments is a plus
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• Exceptional organizational and time management skills with the ability to manage multiple competing priorities and meet deadlines
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• Strong judgment, discretion, and ability to handle highly confidential information
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• Highly proactive and anticipatory mindset, with the ability to identify needs, solve problems independently, and exercise sound judgment with limited direction
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• Resourceful and solutions-oriented, with the ability to navigate ambiguity, changing priorities, and situations without an established playbook
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• Excellent written and verbal communication skills, with a polished and professional presence
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• High attention to detail and commitment to accuracy
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• Strong project management skills, with the ability to take initiatives from planning through execution
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• Ability to operate both strategically and tactically, shifting as needed
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• Strong interpersonal skills, with the ability to engage effectively across a range of stakeholders and personalities
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• High degree of flexibility, adaptability, and composure in a fast-paced, highly personalized environment, with the ability to manage changing priorities, unexpected issues, and time-sensitive needs
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• Strong work ethic, high degree of accountability, and commitment to delivering consistently high-quality support
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• Flexibility and responsiveness to time-sensitive needs, including during travel or outside of standard business hours when necessary
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• High level of proficiency with Microsoft Office Suite, calendar and communication platforms, task and project management tools, and other productivity technologies, with the ability to quickly learn and adopt new systems
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• Must be willing and able to obtain and maintain a Notary Public commission within six (6) months of employment
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Physical Requirements

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• Sitting while working at a computer throughout the day
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• Repetitive movement on a computer keyboard throughout the workday
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• Lifting and moving files and boxes up to 30 pounds
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• Valid driver’s license, reliable personal vehicle, and ability to travel locally as needed
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Job Type: Full-Time, In-Person; office located in North Bethesda, MD

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Compensation: Annual salary range of $120,000–$150,000, based on experience and qualifications, with comprehensive benefits