Executive Assistant

A Brief Overview

The Executive Assistant provides high level of support with flexibility to meet business needs, including maintaining availability outside standard business hours and on weekends as required. The Executive Assistant will be responsible for directing questions and requests for information, managing complex reports, and creating and monitoring complex plans and schedules. The Executive Assistant supports the President and other members of executive management.

The role involves exposure to highly sensitive information for the organization, requiring considerable tact, diplomacy, confidentiality, and judgment. Additional duties include drafting and distributing highly confidential correspondence, preparing reports, maintaining files, and performing various special projects. The Executive Assistant consistently exercises high discretion and independent judgment to execute the following essential job functions successfully.

• Manage the coordination and arrangement of meetings and events with high‑level executives inside and outside the company.
• Proactively manage daily and long‑term calendars for the President, Sr. Executives and other members of the team.
• Screen and prioritize leader's time, including screening incoming calls and messages.
• Manage the day‑to‑day activities of the President and other Sr. Executives, including both business and personal matters.
• Independently answer and/or triage requests for information.
• Independently establish, organize, and maintain files.
• Facilitate communication and act as an effective liaison between internal and external customers by providing confidential, timely, and accurate information professionally.
• Review and prioritize documents, including incoming and outgoing mail, and respond as appropriate.
• Draft and prepare correspondence, announcements, presentations, and reports both internal and external to the Company.
• Set up and manage conference calls and meetings, including preparing and organizing meeting space and materials in advance, ordering food for breakfast/lunch, etc.
• Maintain the cleanliness and overall appearance of the physical office. Ensure kitchen items are sufficiently stocked, including coffee and utensils in drawers.
• Track inventory, manage ordering, and replenish office supplies.
• Accept all incoming packages and direct to appropriate individuals.
• Monitor and manage deadlines set for personnel reporting.
• Research, book, and execute highly detailed travel arrangements including commercial flights, private aviation, ground transport, accommodations, and itinerary creation for both corporate and private trips.
• Manage some aspects of aviation operations, including flight scheduling and coordination, flight following, emergency response coordination, maintenance of aircraft records for logbook and tax compliance, airport selection and logistics, passenger and crew records administration, fractional ownership program oversight, and general administrative support for the aviation team.
• Lead projects independently by researching, preparing, and coordinating material.
• Perform office receptionist duties to all visitors and vendors in‑person and on the phone.
• Assist with client contacts and support.
• Assist with projects/transactions in progress, including administrative details, maintain contract timelines, and deliver documents.
• May handle coding and payment of vendor invoices.
• Handle highly sensitive private plans, personal correspondence, and personal financial or legal documentation with absolute discretion.
• Understand and comply with Company policies and procedures while performing the above‑mentioned role.
• Administer and organize various aspects of business and personal matters for various members of executive management.
• Consistently use sound judgment and complex problem‑solving skills to provide professional administrative support in a fast‑paced environment.
• Maintain a high level of integrity, discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company.
• Responsible for budget and financial management, data management, and content analysis.
• Communicate and…