POSITION SUMMARY:

The Executive Assistant to the President and Chief Executive Officer is the personal assistant to the principal, providing personalized administrative support in a well-organized and timely manner.

ESSENTIAL POSITION QUALIFICATIONS:

• Bachelor’s degree (minimum) – business related field preferred

• 7+ years experience in specific executive administrative support capacity

• Extremely detail oriented and organized

• Exceptional organizational abilities, proactive problem-solving, adaptability, and strong verbal/written communication.

• Advanced to Expert level abilities with Microsoft Office products

• Excellent written and oral communication skills

• A minimum of 3 years’ experience with project oversight and/or supervisory/personnel management

* Business acumen, i.e. experience owning or running a business

ASSIGNED RESPONSIBILITIES AND DUTIES

Calendar, Meeting, and Professional Management:

• Managing complex schedules, coordinating across time zones, and arranging meetings.

• Manage and maintain CEO subscriptions, organization memberships, and licenses

Management

• Ability to manage and collaborate with another executive assistant

• Comfortable with someone reporting directly to this role

Communication:

• Professionally handling emails, screening phone calls, and serving as the primary gatekeeper for the executive.

• Process mail and respond to routine correspondence

• Able to take comprehensive messages when not available

• Liaison between CEO and family, household staff, etc.

• Compose thank you notes to all guests

• Compose letters for distribution and gifts

• Mailing books to various friends, family, and colleagues

• Coordinate staff birthday gifts

• Coordinate personal donations, correspond with organization, and maintain calendar for annual donations

• Maintain all CEO contracts

TRAVEL & LOGISTICS

• Coordinate all CEO travel arrangements and special events with an eye to comfort/convenience as well as cost

• Organizing comprehensive travel itineraries and managing expense reports.

• Candidate must be open to travel with the executive if needed

• Provide concierge services to CEO

Strategic and Technical Support:

• Preparing reports, presentations, conducting research, and overseeing special projects.

• Advanced to Expert level abilities with Microsoft Office products to include MS Word, Excel,

• Access, Outlook, PowerPoint: intermediate to advanced abilities with Intuit products

Confidentiality:

• Managing sensitive company, personal, and personnel information with discretion

• Maintain CEO private files

• Scanning documents as necessary

OTHER DUTIES INCLUDE:

• Flexible

• Process special orders for CEO

• Provide organization for CEO office

• Perform additional duties as assigned by the CEO

• Understands reporting structure of the individual and organization

• Previous family office executive experience is a plus

• Perform additional duties as assigned by the CEO