Executive Assistant

The Executive Assistant will provide high-level administrative, operational, and personal support to executive management, ensuring efficient operations and effective communication. This position requires a highly organized, proactive, and detail-oriented individual with exceptional communication and interpersonal skills. The Executive Assistant will manage complex schedules, coordinate projects, and handle sensitive information with discretion, playing a crucial role in supporting the executive team and facilitating smooth workflow within the organization while balancing comprehensive personal lifestyle management.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Provide comprehensive administrative support to executive management, relieving them of administrative details and managing both personal and professional tasks.

• Coordinate workflow, prioritize tasks, and proactively follow up on delegated assignments to ensure timely completion.

• Exercise initiative to manage situations effectively in the manager's absence and maintain project schedules.

• Oversee daily office operations and management, ensuring a well-organized, efficient, and professional work environment; manage vendor relationships, office inventory, supplies, and facility maintenance.

• Develop and maintain procedures manuals to ensure consistent performance of routine tasks.

• Compose, prepare, and review correspondence and reports for executive signature.

• Manage incoming mail, prioritize action items, and ensure timely responses to requests.

• Monitor and respond to emails as required, drafting or abstracting reports as needed.

• Serve as an in-house Active Notary Public to witness, authenticate, and notarize official corporate, real estate, and personal legal documents as needed

• Serve as the primary point of contact for department heads, executives, investors, financiers, and owners, fostering positive communication and collaboration.

• Coordinate conference calls and meetings effectively.

• Collaborate with the Executive Assistant to the CEO to coordinate events, provide backup support, and ensure seamless coverage.

• Manage and maintain business and personal calendars, optimizing time efficiency for executive management.

• Schedule meetings, prepare agendas, and arrange necessary facilities.

• Handle all inquiries with professionalism and efficiency, arranging callbacks and providing necessary information.

• Screen visitors, manage interruptions, and ensure a professional and welcoming environment.

• Handle personal bookkeeping for executive leadership, including tracking personal expenses, preparing expense reports, managing bill payments, and organizing financial records for tax/accounting purposes.

• Oversee personal management tasks, including personal scheduling, family/household calendars, appointments, medical/dental bookings, personal errands, and personal travel arrangements.

• Manage relationships and schedules for household vendors, contractors, maintenance crews, and personal service providers.

• Arrange travel for executive management and other designated personnel, including itineraries, trip files, and expense reports.

• Monitor travel arrangements and provide support in case of disruptions or changes.

• Maintain and improve data storage and retrieval systems.

• Manage administrative details for projects and seek opportunities to contribute to projects within areas of competence.

• Complete other assignments as directed by executive management.

SKILLS AND EXPERIENCE

• Bachelor’s Degree preferred but not mandatory.

• 5 years of experience supporting "C"-level executives.

• Advanced proficiency in Microsoft Office Suite, Adobe products, and travel arrangement tools.

• Current, active Notary Public commission (or willingness to obtain notary commission within 60 days of hire).

• Demonstrated skills, professionalism, and ability to maintain confidentiality at an advanced level.

• Excellent written and verbal communication skills.

• Must have a valid driver's license with no major infractions in the last 12 months.

WORK ARRANGEMENT

• In-Office Presence:
  Required in the office on all standard business days when the Executive is local/in town to ensure direct operational support and physical office coverage.

• Remote Flexibility:
  Eligible to work remotely on days when the Executive is traveling or out of the office.

• Independent Work Environment:
  Candidates must be comfortable working independently in the office, managing day-to-day operations self-sufficiently without immediate local supervision.

WORK…