Executive Assistant

Job Description:This confidential role will provide comprehensive support to the Executive at a Family Office. The ideal candidate will manage various administrative tasks such as calendar management, coordinating special events, improving communications between internal and external clients and colleagues, office manager support, and special projects with efficiency, professionalism, and attention to detail. This role is 100% onsite with the expectation of being at the desk during working hours and as needed for emergencies after hours.Responsibilities:Manage the executive's calendar, scheduling appointments, and prioritizing tasks effectively.Act as the primary point of contact between the executive and internal/external clients and colleagues.Schedule and organize meetings, including preparing agendas, taking minutes, and drafting meeting briefs.Draft emails, memos, and other communications on behalf of the executive, ensuring clarity and professionalism.Maintain accurate records and files, ensuring easy access and retrieval of information.Prepare reports, presentations, spreadsheets, and other materials as required.Perform minor accounting or billing duties with precision and accuracy.Handle incoming phone calls in a professional manner reflective of the organization and executive.Oversee office management responsibilities, including office supplies, equipment maintenance, and coordinating office logistics to ensure a smooth and efficient work environment.Maintain filing and database systems, proactively seeking opportunities to streamline and improve processes.Arrange travel, including flights, ground transportation, lodging, dining, and other activities.Undertake personal assistant responsibilities as needed, demonstrating flexibility and adaptability.Skills:Comfortable with complexity and ambiguity, able to navigate challenging situations with ease.Highly organized, and capable of managing multiple tasks and priorities simultaneously.Strong communicator, both verbally and in writing, with the ability to convey information clearly and effectively.Detail-oriented, ensuring accuracy and precision in all tasks and communications.Discreet and trustworthy, handling confidential information with the utmost sensitivity.Resourceful problem solver, able to find solutions and overcome obstacles independently.Self-starter with a proactive attitude, taking the initiative to identify and address needs before they arise.Proficient multitasker, able to balance various responsibilities efficiently.Excellent interpersonal skills, fostering positive relationships with colleagues, clients, and guests.Flexibility in different working styles andQualifications:Minimum of 3+ years of proven experience as an administrative assistant or in a similar role, demonstrating proficiency in managing administrative tasks in a fast-paced environment.Bachelor's Degree.Advanced proficiency in office software (e.g., Microsoft Office Suite, Google Suite), with a strong ability to create and edit documents, spreadsheets, and presentations with accuracy and efficiency.Excellent organizational skills, including the ability to prioritize tasks, manage calendars, and maintain meticulous records with attention to detail.Outstanding communication skills, both written and verbal, with the ability to interact professionally and confidently with executives, clients, and colleagues at all levels of the organization.Working Conditions:Desk-based environment, 100% onsite.The Executive Assistant is expected to arrive by 7:30-8 AM EST to prepare the materials as needed.A flexible schedule will be required based on the Executive's needs.Regularly use computer systems and software for calendar management, reporting, and communication.Collaborative work with team members and stakeholders across various departments.Occasional requirement for extended periods of sitting and concentration.An additional flexible schedule may be necessary to accommodate deadlines and business needs.