Executive Assistant - Family Office Job at MAI Wealth Management, Inc. in San Ra

GENERAL JOB DESCRIPTION

The Executive Assistant performs a variety of administrative duties to support a Family Office, Managing Partner. In this role, the individual must be driven, organized, and efficient and is required to manage various administrative and household tasks for the Family Office. The Executive Assistant is comfortable being proactive and taking ownership of tasks, can assert themselves to hold others accountable, and ensures all tasks are completed on time.

Some of the duties will include setting and managing daily schedules and calendars, answering phones and taking messages, arranging meetings, screening and greeting visitors and clients, making travel arrangements, and filing and organizing documents.

DUTIES AND RESPONSIBILITIES

• Executes a broad variety of tasks for highly visible executive, including managing an active calendar of personal appointments, composing and preparing personal correspondence, arranging complex/detailed travel plans, itineraries, and agendas, and paying a variety of vendor invoices.
• Interactions at all levels withing the firm, as well as with external executives, investors, board members, and partners.
• Point of contact for all personal travel both domestic and internationally; on call and available as needed for travel support.
• Prepare and manage expense reports, ensuring accuracy and timely submission.
• Create and maintain organization-wide corporate calendar.
• Assist in the preparation for Division events as needed, including offsite meetings, trainings, and retreats and ensuring all logistics are effectively managed.
• Coordinate and maintain meeting materials, ensuring all necessary documents are prepared in advance.
• Organize and distribute meeting notes, making sure they are accessible to all relevant parties.
• Handle incoming phone calls and messages with professionalism, courtesy, and discretion, ensuring they are appropriately screened and directed.
• Provides administrative support to executives and senior leadership, anticipates needs, and proactively executes support functions with a high degree of accuracy and efficiency
• Provides daily support by organizing and coordinating personal calendars, meetings, distributions, etc. and overseeing various special projects and tasks.
• Handles confidential information/documents with discretion and maintains a high level of confidentiality.
• Proactively identifies and resolves problems.
• Other duties as assigned.

Required Qualifications

• Associate's or Bachelor’s degree in Business Administration or other discipline required.
• Minimum of 3 years of related Personal Executive Assistant experience with a High-Net-Worth Family.
• Exceptional experience in domestic and international travel logistics is a must. Research, plan, and execute family travel for private and commercial flights, accommodations, cars, food, etc.
• High level of proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong communication skills, both written and verbal, with the ability to interact professionally with other senior executives and clients.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple tasks simultaneously and handle high-pressure situations with a calm demeanor.
• Demonstrated ability to maintain confidentiality and exercise discretion.
• Experience managing an executive’s calendar and travel arrangements.
• Experience supporting a high-level executive, managing complex schedules and communications.
• Flexibility to work outside standard business hours if needed.

COMPETENCIES

• Thrives in a fast-paced and dynamic environment, and works well with others to resolve conflicts, especially under pressure.
• Flexible with their schedule and comfortable handling last minute requests depending on the day.
• Highly organized, detail-oriented, and able to meet deadlines, while still maintaining flexibility to meet Family needs.
• Demonstrated interpersonal skills with a demonstrated commitment to teamwork and partnerships.
• Excellent oral and written communication skills.
• Demonstrated ability to maintain the highest degree of confidentiality, security, while exercising tact and diplomacy in managing highly sensitive, privileged, material non-public information and hold this information in the strictest confidence. 
• Exceptionally high EQ, professional presence, maturity, and dependability; superb work ethic, high level of personal ethics and integrity.
• Deeply empathetic and strong understanding of the dynamics that revolve around a high-profile executive.
• Able to take effective action without having to know the total picture, and efficiently and proactively resolve difficult and complex situations.

FEATURED BENEFITS:

• Discretionary Bonus
• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k)
• Health Savings Account
• Paid Maternity Leave
• Paid Parental Leave
• Tuition Reimbursement