Executive Assistant

Office Administrator

A high-touch executive and family support environment is seeking a highly organized operations support professional to assist with complex travel coordination, scheduling, and logistical administration for senior stakeholders. This is a behind-the-scenes role requiring precision, discretion, and the ability to operate in a fast-moving, ever-changing environment where priorities shift quickly.

This position sits within a small, tightly run support team and plays a key role in ensuring seamless travel execution across domestic and international needs.

Core Function of the Role

The individual in this role will act as an administrative extension of the travel operations function, supporting planning, coordination, documentation, and day-to-day execution of travel logistics. You will be responsible for keeping all moving parts aligned—calendars, itineraries, vendor arrangements, and records—while anticipating changes and responding quickly when plans shift.

This role requires someone comfortable working independently, taking direction from leadership, and stepping in when real-time decisions are needed.

Key Areas of Responsibility

• Maintain and continuously update multiple calendars tied to executive and family travel schedules
• Ensure all travel documentation, itineraries, and logistics records are accurate, organized, and accessible
• Communicate travel details clearly and efficiently to relevant stakeholders
• Track, reconcile, and manage travel-related expenses and administrative financial records
• Support coordination of complex flight arrangements, including collaboration with external aviation partners
• Arrange ground transportation, rentals, and related mobility logistics for travel needs
• Research international entry requirements, documentation needs, and visa compliance as required
• Assist in identifying and coordinating vendor services, leases, or equipment needed for travel support
• Monitor external factors such as weather, global events, or disruptions that may impact travel
• Provide occasional after-hours responsiveness for delays, urgent changes, or last-minute adjustments
• Maintain strong working relationships with external vendors and service providers

Ideal Background & Experience

• 3–5+ years in administrative support, executive assistance, or personal assistant-type roles
• Experience supporting senior leadership, high-net-worth individuals, or similarly demanding environments
• Strong background managing complex calendars and multi-layered scheduling
• High proficiency in Microsoft Office and Google Workspace tools
• Exposure to fast-paced environments requiring constant prioritization and adaptability
• Strong written and verbal communication skills with a focus on clarity and accuracy
• Demonstrated ability to handle confidential information with discretion
• Experience in hospitality, luxury service, or private household environments is a plus

Success Traits (What Works Best Here)

• Exceptionally organized with strong follow-through
• Comfortable working in a structured but fast-changing environment
• Able to manage competing priorities without losing accuracy
• Calm, steady, and efficient under pressure
• Not highly client-facing or overly outgoing—more operational and execution-focused
• Able to work with direct communication styles and shifting expectations
• Strong judgment and reliability in handling sensitive details

Work Environment & Structure

• Support scope includes approximately three senior stakeholders within a small organization
• Hybrid structure with one in-office day per week
• Standard schedule: 8:00 AM – 5:00 PM
• Occasional flexibility required for urgent travel issues outside of normal hours
• Collaborative but lean team structure with high autonomy in execution

Compensation

• Approximately $85,000 annually