Executive Assistant - Shareholder Services

Company Overview ICBD is a robust business incubator focused on private investment and business development, supporting exceptional companies in healthcare, technology, and beyond. We manage a growing portfolio of high-performance businesses united by a shared commitment to people, operational excellence, and long-term value creation. ICBD is proudly self-funded and led by visionary thought leaders, including our CEO and Founder, the 2024 Ernst & Young U.S. Entrepreneur of the Year National Overall Award winner. About the Role At ICBD, every number tells a story — of innovation, growth, and impact. The Executive Assistant will join a high-performing team, supporting the day-to-day operations of the Family Office in a fast-paced, dynamic environment. This role requires a proactive attitude, adaptability, strong work ethic, and a commitment to excellence. It offers a unique opportunity to make a meaningful impact alongside a driven, world-class team dedicated to transformative work. Position Essential Duties & Responsibilities Calendar & Meeting Management Maintain and update the family office calendar, including stakeholder meetings, logistics, and personal appointments. Create accurate meeting invitations with full details (attendees, links, addresses, agendas, prep materials). Anticipate and coordinate meeting preparation, ensuring technology and materials are in place. Direct stakeholders to meeting rooms, ensure attendance, and manage refreshments. Travel & Itinerary Coordination Coordinate complex travel arrangements for business and personal trips (flights, hotels, meals, transportation). Prepare and distribute robust itinerary documents for all travelers. Support packing/unpacking and logistics for travel readiness. Administration & Office Support Manage incoming mail, gifts, and correspondence on behalf of leadership. Maintain accurate and detailed contact databases and records. Work within digital filing systems (SharePoint, OneDrive, Dropbox) to maintain organized documentation and records. Support the development and upkeep of office procedures, manuals, and operational resources. Assist with special projects and additional administrative initiatives as assigned. Confidentiality & Professional Standards Consistently represent leadership and the organization with professionalism, discretion, and kindness. Ensure daily operational and logistical needs are supported efficiently throughout the day. Maintain strict confidentiality and handle sensitive information with the utmost care and professionalism. Requirements Minimum of a Bachelor's Degree. 10+ years of experience supporting C-Suite executives and/or Family Office principals. Demonstrated ability to manage sensitive and confidential matters with discretion. Willingness to work long hours, including evenings, weekends, and holidays, with flexibility for changing priorities. Advanced proficiency in Microsoft Office Suite, iPhone technology, and digital productivity platforms. Familiarity with project management and collaboration tools such as Asana, The Nines, and similar systems preferred. Ability to maintain a clean background, drug screening and driving record; must sign confidentiality agreement. Strong organizational, prioritization, and problem-solving skills with ability to handle high-stress situations. Professional presence, excellent communication skills, and ability to collaborate with other assistants. Onsite/in-office presence Monday-Friday, 8:00 AM-5:30 PM, with flexibility for after-hours and travel as needed. Benefits 21 paid days off (15 PTO days increasing with tenure, plus 6 paid holidays). Flexible Spending Account (FSA) and Health Savings Account (HSA) options. Medical, dental, vision, long-term disability, life insurance, AD&D insurance, and GAP Plan (TransAmerica). Generous 401(k) with up to 6% employer match. 100% employer-paid maternity/paternity leave for up to 5 weeks. Tuition reimbursement up to $2,500 per semester. EAP (unlimited counseling 24/7), BeyondMed (discounts on wellness and elective healthcare services), PerkSpot (discounts on top brands), Pet Insurance (Nationwide), and On the Go Gawwellbeing hub. EEO Statement ICBD is an Equal Opportunity Employer and is committed to building an inclusive workplace free from discrimination. We make employment decisions based on qualifications, merit, and business needs, and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic under applicable law. ICBD participates in the U.S. Department of Homeland Security E-Verify program. We are committed to providing reasonable accommodation for qualified individuals with disabilities throughout the hiring process and employment. If you require assistance or accommodation, please let us know. #J-18808-Ljbffr