Administrative Assistant

Personal & Administrative Assistant to the CEO

Greater Vision is seeking a highly organized, discreet, dependable, and proactive Personal & Administrative Assistant to the CEO to provide comprehensive support across executive, personal, family, household, and administrative responsibilities.

This is a high-trust, hands-on position for an individual who excels at managing multiple priorities, anticipating needs, maintaining confidentiality, and following assignments through to verified completion. The ideal candidate is resourceful, detail-oriented, comfortable working independently, and able to shift seamlessly between executive-office responsibilities and personal or household matters.

This is not a traditional desk-only administrative assistant position. The successful candidate must be comfortable handling a diverse workload that may include calendar management, personal appointments, errands, family and school coordination, travel, correspondence, property matters, financial administration, vendor coordination, office support, and other priorities assigned by the CEO. These responsibilities reflect the combined personal, family, household, executive-administrative, travel, property, and financial support functions established in the position description.

Key Responsibilities

• Manage and coordinate personal and business calendars, appointments, meetings, family commitments, deadlines, reservations, reminders, and travel.
• Prepare daily schedules and anticipate upcoming priorities, conflicts, deadlines, and preparation needs.
• Coordinate personal appointments, family and school-related administrative matters, household vendors, maintenance appointments, deliveries, purchases, returns, and other personal logistics.
• Monitor assigned communications and ensure important matters receive timely follow-up.
• Draft routine correspondence, organize documents, prepare meeting materials, take notes when requested, and track action items through completion.
• Arrange personal and business travel, including transportation, lodging, reservations, itineraries, confirmations, and related logistics.
• Coordinate assigned events, reservations, invitations, vendors, supplies, gifts, and hospitality arrangements.
• Handle approved personal and business errands and, when requested, provide transportation assistance.
• Assist with mail, packages, filing, scanning, document organization, office supplies, reception coverage, and general office readiness.
• Coordinate routine administrative matters involving rental properties, tenants, maintenance providers, vendors, insurance correspondence, and property appointments.
• Maintain administrative records and reminders for designated personal and company vehicles, including registrations, insurance, maintenance, and toll accounts.
• Assist with approved personal and business credit-card administration, including tracking statements, payment dates, receipts, refunds, disputes, and account-related follow-up.
• Maintain calendars and records for assigned bills, subscriptions, renewals, expenses, reimbursements, and other administrative financial matters.
• Prepare spreadsheets, reports, applications, forms, letters, supporting documentation, and administrative packages using verified information.
• Communicate professionally with vendors, service providers, schools, professional offices, government agencies, attorneys, lenders, brokers, insurers, and other contacts as assigned.
• Provide temporary administrative or cross-department support when needed and appropriately assigned.
• Maintain strict confidentiality regarding executive, business, financial, personnel, family, property, and other sensitive information.

The position also requires strong follow-through: assignments are expected to be carried through to completion rather than considered complete simply because an email, call, or request has been forwarded.

What We Are Looking For

We are seeking someone who is:

• Exceptionally organized and detail-oriented.
• Dependable, punctual, and consistent.
• Discreet and trustworthy with confidential and sensitive information.
• Proactive and able to anticipate needs rather than waiting for repeated direction.
• Resourceful and capable of independently researching and resolving routine issues.
• Comfortable managing multiple priorities and changing demands.
• A strong written and verbal communicator.
• Professional when interacting with executives, employees, vendors, families, professional service providers, and outside organizations.
• Comfortable handling both business and personal responsibilities.
• Able to distinguish between matters that can be handled independently and matters requiring executive approval.
• Strong at tracking assignments, deadlines, documentation, and follow-up.
• Comfortable working in a fast-paced environment where priorities may shift throughout the day.
• Willing to perform reasonable local errands and travel between approved work locations as needed.

Qualifications

High school diploma or GED is required; additional administrative, business, or related education is preferred. Three or more years of high-trust personal, executive, or administrative support experience is preferred, although equivalent demonstrated capability may be considered.

Candidates should be proficient with Microsoft Outlook/email, Teams, calendars, Word, Excel, PDF tools, electronic document management, scanning, and general administrative technology. A valid driver's license and acceptable driving record are required when driving is part of the assignment.

Schedule & Work Environment

This position is primarily on-site at designated offices, residences, and approved local locations. Remote work is only available when specifically authorized.

Because this role directly supports time-sensitive executive and personal responsibilities, reliable attendance, punctuality, responsiveness, and flexibility are essential. The position does not inherently require 24/7 availability; any separate after-hours or on-call expectations would be specifically established.

Equal Employment Opportunity

Greater Vision is an equal opportunity employer. Employment decisions are made based on legitimate business considerations and qualifications without unlawful discrimination based on any status protected by applicable federal, state, or local law.

To Apply: Submit your current resume and relevant experience for consideration. Selected candidates will be contacted regarding the next stage of the interview process.