Executive Assistant

Overall Objective:

To assist the Founder & Chairman in all professional and personal capacities as needed and requested. The Executive Assistant will act as a back-up to the Business Manager.

Responsibilities:

The primary role of this position is to assist in all professional and personal areas necessary to facilitate and coordinate the needs for the Founder & Chairman; always projecting a professional image. The successful candidate will take ownership of the principal’s calendar, travel, meetings, priorities, and day-to-day operating rhythm while serving as a trusted extension of the principal with internal and external stakeholders.

General Duties:

• Own and proactively manage an extremely dynamic, fluid, and ever-changing calendar

• Prepare Founder & Chairman with executive briefings in advance of meetings, including relevant background, attendee information, prior discussions, key objectives, outstanding issues, and anticipated discussion points

• Coordinate and prepare conference rooms meetings, including room setup, technology, materials, attendee lists, catering and refreshments, seating arrangements, and any other meeting-specific requirements

• Serve as a thoughtful gatekeeper of the principals' time, ensuring requests are properly vetted and considered

• Handle multiple projects and tasks

• Be available before and after hours for phone calls – 24/7 mentality

• Partner with the Business Manager on complex domestic and international travel.

• Support logistics involving the family's private aircraft as well as commercial aviation.

• File expense reports

• Participate in board meetings and executive calls, capturing and preparing clear, concise notes, key decisions, action items, and follow-up items for the Founder & Chairman.Maintain and update electronic database

• Maintain the current filing system - offering new solutions to streamline

• Handle correspondence and applicable communication

• Upon arrival and before leaving, must maintain professional and clean working environment

• Maintain close communication with all necessary associates on all issues that impact the Founder & Chairman

Requirements

• Must have 10+ years of experience as an Executive Assistant

• Must be computer literate with proficiency in MS Word, MS Excel, MS PowerPoint, MS Outlook/Express, with the ability to learn new computer systems.

• Proven ability to manage multiple tasks while working independently

• Strong attention to detail

• A strong sense of urgency and commitment to get the job done quickly and with high quality

• Comfortable working with a strong and direct personality

• Able to maintain composure in high-pressure situations

• The ability to communicate, both written and verbal, with people at all levels of an organization