Executive Assistant

Executive AssistantFamily Office - Shawnee, KS - Shawnee, KS 66226OverviewSalary Range $60,000.00 - $75,000.00 Salary Level Experienced Position Type Full Time Job Shift Varies Education Level Bachelor's Degree Travel Percentage Up to 25% Category Administrative - ClericalDescriptionDue to our extended growth the Stella Maris Family Office is seeking a full-time Executive Assistant to provide high-level administrative and operational support to the Principal and CEO. This on-site, full-time role, based in Shawnee, requires an experienced professional who can thrive in a fast-paced, highly confidential environment while serving as a trusted partner to senior leadership.Do you take pride in doing it right the first time, every time? Do you get satisfaction from taking limited direction from highly visionary leadership and solving problems throughout the entire process? Do you dislike boring, tedious tasks that are not clearly aligned with the organization's goals? If so, we have a long-term career for you.At Stella Maris Family Office, we invest in businesses for the long run, guided by a commitment to family, faith, and community well-being.The Executive Assistant provides high-level administrative and operational support to the Owner and the family office's CEO. This role requires exceptional organizational skills, discretion, and the ability to manage both business and personal responsibilities with professionalism and efficiency.The Executive Assistant will serve as a central point of coordination across executive schedules, communications, travel, and family logistics, while also supporting board-related activities and internal systems. The ideal candidate thrives in a fast-paced, high-expectation environment and demonstrates a concierge-level approach to service. This individual will operate with a high degree of autonomy, anticipating needs, and removing obstacles.Key ResponsibilitiesReasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.Executive & Family SupportManage complex calendars for the Owner and key executive(s), including scheduling, prioritization, and conflict resolutionCoordinate and maintain the Owner's family calendar, including activities and logistics involving spouse and childrenServe as a liaison for both business and select personal matters with a high level of discretionCommunication ManagementOversee and manage executive email communications, including drafting, prioritizing, and responding as appropriateAct as a gatekeeper to ensure efficient and effective communication flowTravel CoordinationPlan and manage all executive travel arrangements, including flights, accommodations, transportation, and itinerariesAnticipate travel needs and proactively resolve issuesBoard & Meeting SupportServe as liaison for board-related communications, materials, and schedulingCoordinate meeting logistics, including agendas, materials, and follow-upsManage meeting room scheduling and hospitality arrangementsOperational & Administrative SupportPrepare, review, and submit expense reports to the Vice PresidentServe as EOS (Entrepreneurial Operating System) correspondent, supporting meeting cadence, documentation, and accountability trackingMaintain organization of key documents, records, and systemsSpecialized & Personal Asset ManagementOversee administrative coordination for Owner's family related insurance, vehicle registrations, tags, and licensingServe as point of contact for Owner's family-related urgent matters, including after-hours availability as neededAssist with needs on-site at Owner's family properties (some local driving is required)Supervisory ResponsibilitiesThere are no supervisory responsibilities in this role.Travel ExpectationsLocal travel only.Work ScheduleThis position is scheduled to work M-F 8:00am – 5:00pm at the 23889 W 40 th Street, Shawnee Ks 66226 location.Required Education, Experience & QualificationsMinimum of ten years of experience supporting C-Suite executives.Excellent written and verbal communication skills, with the ability to interact professionally with executives, team members, and external partners.Strong organizational, time management, and follow-through skills, with the ability to manage multiple priorities in a fast-paced environment.Proficiency with Microsoft Office and related business tools.High degree of professionalism, confidentiality, discretion, and sound judgment.Expected to maintain flexibility and availability outside of normal business hours, including additional or irregular hours, as needed to meet job responsibilities and respond to time-sensitive needs.Comfortable working in a faith-based environment.Ability to build cross-functional relationships with executives and leaders across departments.Knowledge of Culture Index and EOS is a plus.Additional ExpectationsAvailability outside of standard business hours as needed to support executive and family prioritiesWillingness to take on a wide range of responsibilities in a hands-on, team-oriented environmentHandle other duties as requiredWork Environment & Physical DemandsThis job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, and copy machines. Must be able to bend, stoop, reach, and lift up to 25 lbs. While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This may require the ability to lift files, open filing cabinets, and bend or stand as necessary.DisclaimerCompensation is commensurate with experience and relevant qualifications. Applicants must be able to pass a pre-employment drug screening and background screening with favorable results to be considered for employment. Stella Maris Family Office provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status.