Job Description

Job Overview:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support a private family office. This role requires an individual with excellent time management skills, the ability to handle confidential matters, and a high level of professionalism. The Executive Assistant will not only manage traditional executive assistant duties but will also take ownership of specialized projects, provide accounting-related support, and handle sensitive information with discretion.

Key Responsibilities:

General Administrative and Executive Support:

• Develop, implement and maintain an organized electronic filing system to ensure efficient storage, retrieval and management of documents.
• Draft, proofread, and finalize documents, presentations, and reports as needed.
• Act as a liaison between the owner, clients, and other external stakeholders.
• Attend meetings with the owner to record minutes, identify action items and ensure follow-ups.
• Maintain the day-to-day logistics of the office, including general cleaning and supply management.

Project Management:

• Independently lead and manage specialized projects as directed by the owner, ensuring deadlines, deliverables, and goals are met.
• Track project progress, communicate status updates to key stakeholders, and resolve any roadblocks.
• Assist in the implementation of operational processes and improvements, driving efficiency and effectiveness across the organization.

Accounting & Financial Support:

• Assist with budgeting, expense tracking, and financial reporting for the owner.
• Prepare and manage invoices, receipts, and other financial documentation.
• Maintain financial records, ensuring accurate and up-to-date information for review.

Confidentiality & Discretion:

• Handle confidential information and sensitive business matters with the highest level of integrity and discretion.
• Safeguard the owner’s privacy in all professional and personal matters, ensuring that sensitive information is not disclosed without authorization.

Qualifications:

• Bachelor’s degree preferred, or equivalent experience.
• 5-7 years of proven experience as an Executive Assistant or in a similar administrative support role.
• 3-5 years supporting C-level executives required.
• Strong understanding of accounting principles and experience with financial management and reporting.
• Exceptional organizational and multitasking abilities, with a keen eye for detail.
• Excellent communication skills, both verbal and written, with the ability to interact with individuals at all levels.
• Strong project management skills and ability to manage multiple priorities.
• Ability to handle sensitive information with discretion and maintain confidentiality at all times.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and other business management software.
• A proactive, solutions-oriented mindset, with a strong ability to anticipate needs and provide effective solutions.

Work Environment: This position offers the opportunity to work directly with the owner in a dynamic and fast-paced environment. The ability to adapt to shifting priorities is essential. The hours of the office are Monday through Friday 8AM to 5PM. This role is expected to be onsite full time.

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