Executive Assistant

Executive Assistant for Two Presidents

You will support the two C-Level Executives in both business and personal matters. This role requires strong organization, accuracy, and ownership. Travel on steroids both domestic and international). Candidate must come with extensive travel experience and heavy calendar management. The President travels often, so you must work independently and keep operations moving without direct oversight. You will manage complex schedules, travel, and day to day logistics for the President and family. Plans change often, so you must adapt fast and stay calm under pressure.

This role is 90 percent Executive Assistant and 10 percent Personal Assistant.

Executive Support

• Manage a high volume, constantly changing calendar with precision
• Organize, prioritize, and act on information from email, calls, meetings, and direction from leadership
• Coordinate meetings, calls, and events across multiple time zones
• Schedule conference calls and manage meeting logistics
• Prepare itineraries, documents, presentations, and correspondence
• Proofread all materials for spelling, grammar, formatting, and accuracy
• Ensure clarity and consistency across all final deliverables
• Track action items and ensure follow through
• Maintain physical and digital filing systems with accuracy and organization
• Answer and screen phone calls professionally
• Maintain strong professional etiquette while acting as a liaison to employees and external partners
• Handle confidential information with discretion
• Maintain working knowledge of conference room technology and connections to support presenters and guests
• Set up and manage Zoom calls for the President
• Oversee American Express invoices for the President and Director of HR, including cost coding, expense tracking, and reporting
• Coordinate document delivery, including courier services as needed

Arrive early or stay later on event days to ensure setup and execution run smoothly

Flexible schedule to meet business and personal needs (minimal required)

Travel Management

• Plan and manage detailed travel for the President, spouse, and family
• Coordinate domestic and international flights, hotels, and transportation
• Arrange travel for extended family members when needed
• Handle travel for all home office team members (5)
• Adjust travel in real time due to delays or changes
• Resolve issues quickly, including refunds, credits, and rebookings
• Research and secure services, reservations, and experiences
• Previous experience managing airline credits a plus

Personal Support

• Assist the President and spouse with daily personal and business related tasks
• Handle returns, credits, and vendor follow up
• Be available for occasional weekend calls related to travel updates
• Assist with scheduling, errands, and household coordination with house manager

Office and HR Support

• Work independently while the President is out of the office
• Assist with office management tasks as assigned
• Support the Director of HR with confidential projects during slower periods
• Maintain strict confidentiality with all HR related information as well as President information

Qualifications

• 7 plus years of Executive Assistant experience supporting senior leadership
• Experience managing complex travel, including international itineraries
• Previous concierge experience at a Ultra luxury hotel a plus – but not necessary.
• Notary license a plus. Must be willing to obtain.
• Strong attention to detail and high level of accuracy
• Highly organized with the ability to manage multiple priorities
• Strong problem solving skills with a proactive approach
• Ability to work independently with minimal direction
• Comfortable working in a fast paced, changing environment
• Professional, discreet, and dependable

What Success Looks Like

• You anticipate needs before they arise
• You operate effectively without supervision
• You handle changes without disruption
• You solve problems without needing direction
• You keep everything organized, accurate, and on time

This role fits someone who takes ownership, values precision, and can manage both executive and personal responsibilities with consistency and discretion.