Executive Assistant

Executive Assistant at Extraordinary Trust

The Executive Assistant at Extraordinary Trust provides high-level administrative and operational support to a high-performing executive team. This role partners closely with leaders to keep priorities on track, streamline day-to-day operations, and ensure clear, timely communication across stakeholders. The position is fast-paced and varied, requiring excellent judgment, proactive planning, discretion, and the ability to anticipate needs while managing multiple competing deadlines.

What you have already achieved: (Requirements)

• Bachelor's degree in a business-related field preferred. Associate's degree in business/administrative support or equivalent work experience will be considered.
• 35 years of experience as an Executive Assistant or in a similar administrative role.
• Demonstrated success supporting senior leaders in a fast-paced environment.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Copilot) and strong comfort learning new tools and systems.
• Working knowledge of digital communication platforms (e.g., Microsoft Teams, Zoom) and the ability to support meeting technology.
• Excellent verbal and written communication skills, including the ability to draft clear, professional correspondence.
• Working knowledge of basic accounting/finance concepts; ability to compile and interpret routine financial data.
• Strong word processing, data entry, and database/file management skills with consistent attention to detail.
• Ability to gather, organize, analyze, and present data and generate recurring reports.
• Exceptional organization and time-management skills; ability to manage multiple calendars and shifting priorities.
• Sound judgment and ability to make administrative and procedural decisions within established guidelines.
• Proactive planning and prioritization skills; ability to respond appropriately to urgent needs while maintaining accuracy.
• High level of client service, follow-through, and professionalism.
• Demonstrated ability to work independently while also collaborating effectively as part of a team.
• Personal integrity and discretion; ability to handle confidential information appropriately.

What you are great at: (Responsibilities)

• Provide direct administrative support to executive-level staff, including prioritizing requests, tracking action items, and ensuring timely completion.
• Manage complex calendars, schedule internal and external meetings, and coordinate logistics across multiple time zones as needed.
• Plan and coordinate meetings and events, including agendas, materials, room/technology setup, and post-meeting notes and follow-up.
• Coordinate complex travel arrangements (air, hotel, ground transportation), prepare itineraries, and manage travel changes and expense documentation.
• Serve as a professional point of contact for internal and external stakeholders; draft, edit, and distribute executive communications and correspondence.
• Coordinate office services and facility's needs (copiers, postage, phones, building/service contracts, and related regulatory paperwork), escalating issues as appropriate.
• Order, track, and replenish supplies necessary for efficient operation of multiple offices; ensure cost-effective purchasing and appropriate inventory levels.
• Partner with vendors to schedule contracted work, confirm deliverables, and support ongoing compliance with contract requirements.
• Maintain accurate files, databases, and records in accordance with regulatory requirements, internal policies, and document retention standards.
• Compile, maintain, and reconcile recurring operational and financial reports (e.g., revenue, expenses, inventories, regulatory/specialized reports) and ensure deadlines are met.
• Develop and maintain data sets; perform routine calculations, basic analysis, and quality checks to support recurring internal reporting.
• Prepare or assist with scheduled statistical and financial reports; gather information to support budgeting and forecasting activities.
• Handle sensitive and confidential information with discretion, exercising sound judgment in communications and document handling.
• Perform other related duties as assigned.

What you're motivated by:

• Making an impact. Whether it's the residents who call our Thriving Communities home, the investors who trust us to be stewards of their capital, or the sponsors we work with to 10x their business, everything we do is about making an impact.
• Challenges. You see roadblocks as opportunities and are proactive in finding solutions.
• Growth. We've been named to the Inc. 5000 as one of the Fastest-Growing Private Companies in America for fourteen consecutive years.

Who We Are

Extraordinary Trust exists to equip and empower families and advisors to transform complex wealth into extraordinary legacies. We provide sophisticated trust and family office services through an advisor-aligned model.

Driven For Greatness: We are driven by the pursuit of knowledge and the paramount importance of a growth mindset, cultivating greatness both personally and professionally.

Living Fully: We prioritize living fully with a dedication to achieving optimal health in all aspects of life: faith, family, friends, freedom, fun, fulfillment, fitness, and finance. We are intentional with our time, integrating the 8fs of our life to achieve our goals & God's goals.

Grit: We have the endurance and unshakable commitment necessary to achieve our visionary long-term goals.

Community: We elevate the greater good over individual interests, magnifying our impact and cultivating thriving relationships with investors, sponsors, residents, and our colleagues.

Authenticity: We are true to ourselves and others, steadfast in our beliefs and values. We hold ourselves and others accountable, fostering open dialogue to propel growth.

Prepared to Win: We apply discipline to our thoughts and our actions, which leads us to put forth consistent effort and commitment doing the important proactive work despite the urgent priorities we face each day. We plan to win, and are prepared for volatility and challenges.

Kingdom Impact: We share God's love and transformative power through our labor, serving everyone in God's likeness. The world will know God more through our work and how we do it.

Twenty-Mile March: We march towards clear, well-defined goals and objectives with unwavering focus, constantly evaluating our performance and course correcting as needed.

Stewardship: We are guided by our commitments to those who trust us with their capital, their communities, and their careers.

Servant Leadership: We lead with high standards & deep devotion. We display as humble confidence as we build deep relationships and trust. We show the way through the forest, empowering growth, accountability, and a founder's mentality, with team members regularly asking "What else can I do to achieve the desired results?"

Our Culture:

• We work hard, marching towards ambitious goals driven by a purpose that's bigger than ourselves.
• We are impact-driven, seeking to make a difference not just on the affordable housing crisis but also in the lives of our employees, investors, and partners.
• We are disciplined, following our exclusive Elite Execution System to develop personally and professionally.
• We strive to Live Fully, finding fulfillment in all areas of our lives.

Benefits and Perks:

Unlimited PTO, health/dental/vision/life insurance, 401(k) matching, parental leave, adoption services reimbursement/learning/educational incentives, Volunteer Time Off, well-being programs, company events, self improvement/productivity tools, & the incredible feeling of making a difference.

Equal Opportunity Employer:

DLP is a committed Equal Opportunity Employer. If you are a qualified individual with a disability and require assistance in searching for a position or submitting an application, please contact HR at View email address on click.appcast.io. Offers of employment are conditional upon satisfactory completion of pre-employment background verification (including E-Verify). California applicants can view our California Data Privacy Policy here.