Vip Staffing - zrtech

Executive Administrative Assistant Job at Vip Staffing - zrtech in San Antonio

Vip Staffing - zrtech, San Antonio, TX, US

Job Description

Position Overview: The Executive Administrative Assistant to the Executive Vice President of a family office provides comprehensive administrative support to the EVP as well as limited support to the CEO, both of whom are members of the family. This role demands a high level of confidentiality, organizational skills, and the ability to handle both professional and personal tasks. The Executive Administrative Assistant will be a trusted partner, ensuring the EVP's day-to-day activities and long-term initiatives are efficiently managed.

Key Responsibilities:

Administrative Support:
- Manage the EVP's calendar, including scheduling meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, communications, presentations, and other documents on behalf of the EVP.
- Handle incoming and outgoing communications, including phone calls, emails, and letters.
Meeting Coordination:
- Organize and coordinate meetings, including preparing agendas, meeting materials, and taking minutes.
- Ensure timely follow-up on action items and maintain records of meeting outcomes.
Travel and Expense Management:
- Arrange and coordinate travel itineraries, accommodations, and logistics for the CEO, both business and personal.
- Prepare and submit expense reports and ensure timely reimbursement.
Information Management:
- Maintain confidential files and records, ensuring they are organized and up-to-date.
- Conduct research and compile data to support decision-making processes.
Stakeholder Liaison:
- Act as a liaison between the CEO/EVP and internal/external stakeholders, including family members, board members, executives, clients, and partners.
- Facilitate effective communication and maintain positive relationships on behalf of the CEO & EVP.
Project Management:
- Assist with the planning and execution of special projects and initiatives as assigned by the EVP.
- Monitor project timelines, deliverables, and ensure successful completion.
Office Management:
- Coordinate with other administrative staff to ensure consistent and efficient office practices.
Event Planning:
- Plan and coordinate corporate events and executive meetings.
- Handle logistics, vendor negotiations, and on-site support for events.
Confidentiality and Discretion:
- Handle sensitive and confidential information with the highest level of discretion and professionalism.
- Ensure the EVP's privacy and maintain trustworthiness in all dealings.
Executive and Personal Support:
- Provide personal assistance to the EVP, including managing personal appointments, family-related tasks, and household matters.
- Anticipate the needs of the EVP and proactively address them to ensure efficient operations.

Qualifications:

Proven experience as an executive administrative assistant, preferably in a family office or similar environment.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Ability to multitask and prioritize effectively in a fast-paced environment.
High level of discretion and confidentiality.
Bachelor’s degree preferred or equivalent experience.
Experience in managing personal and family-related tasks and affairs is a plus.

This role is crucial to the EVP’s effectiveness and the smooth operation of the family office. The ideal candidate will be proactive, detail-oriented, and capable of managing a wide range of administrative, executive, and personal support-related tasks, ensuring seamless integration of the EVP’s professional and personal responsibilities.

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Company Description

VIP Staffing is a regional staffing company specializing in filling temporary, temp-to-hire and permanent placement positions. We command excellence from our employees, provide superior customer service, support generous community involvement all while strengthening our position as a leader and innovator in the staffing industry