Executive Assistant

We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

Growing private Family Office is looking for talented professionals to be a part of a dynamic team. The Family Office prides itself on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff. 

Job Summary: 

The Executive Assistant (EA) provides high-touch, operationally focused support to leaders across Design & Construction and Legal. This role would support four Director-level leaders. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Core Duties & Responsibilities: 

• Manage and optimize complex calendars for assigned leaders, resolving scheduling conflicts proactively and ensuring efficient time management.
• Complete a broad variety of daily administrative tasks, including making travel arrangements, preparing trip itineraries, completing expense reports, and organizing internal and external meetings across multiple time zones.
• Collect and prepare standard documents and agendas for meetings; on occasion, attend key meetings to take notes.
• Draft routine correspondences, announcements, and occasional presentations based on briefs from leaders.
• Act as a reliable point of contact between leaders, team members, and external partners, routing inquiries and messages efficiently.
• Assist with onboarding new hires by coordinating schedules, setting up initial meetings, and preparing standard welcome materials.
• Partner with other administrative staff to support internal event logistics, such as team meetings, catering, and room setup.
• Organize, update, and maintain digital files, trackers, and internal wiki pages.
• Support daily team operations by handling basic data entry, tracking deadlines, and submitting Facilities or IT requests.
• Support with basic spreadsheet updates and data entry, including tracking deadlines and updating contact lists
• Other duties as assigned.

Skills & Work Requirements: 

• 3+ years of experience with executive level support
• Strong organizational and time-management skills with the ability to prioritize tasks from multiple leaders.
• Proficiency with digital workplace tools (e.g., Google Workspace, Microsoft Office, shared drives).
• Models a spirit of cooperation with team members, building a culture of collaboration and kindness
• Ability to effectively work independently
• Excellent communication and presentation skills
• Excellent verbal and written communication skills
• Strong analytical and critical thinking skills
• Proven experience with team building 
• Ability to maintain confidentiality at all times 
• Some travel may be required

We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.

Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate.  We encourage applicants from all ages and backgrounds.