The Executive Assistant to the Chairwoman is the personal assistant to the principal, providing personalized administrative support in a well-organized and timely manner. Essential position qualifications include a bachelor's degree, preferably in a business-related field, and at least seven years of experience in an executive administrative support capacity. The role requires extreme detail orientation, exceptional organizational abilities, proactive problem-solving, adaptability, and strong verbal and written communication skills. Advanced to expert level abilities with Microsoft Office products are also required, along with excellent written and oral communication skills. A minimum of three years' experience with project oversight and/or supervisory/personnel management is necessary.
Assigned responsibilities and duties include managing complex schedules, coordinating across time zones, and arranging meetings. The role also involves managing and maintaining subscriptions, organization memberships, and licenses. The executive assistant must be able to manage and collaborate with another executive assistant and be comfortable with someone reporting directly to this role.
Communication duties include professionally handling emails, screening phone calls, and serving as the primary gatekeeper for the executive. The role also involves processing mail and responding to routine correspondence, taking comprehensive messages when not available, and acting as a liaison between the Chairwoman, the organization, and family or household staff. Additional responsibilities include composing thank you notes, letters for distribution, and gifts, mailing books to friends, family, and colleagues, coordinating staff birthday gifts, managing personal donations, maintaining contracts, and providing concierge services to the Chairwoman.
Travel and logistics responsibilities include coordinating all travel arrangements and special events with an eye to comfort, convenience, and cost, organizing comprehensive travel itineraries, managing expense reports, and providing concierge services to the Chairwoman. The candidate must be open to travel with the executive if needed.
Strategic and technical support includes preparing reports, presentations, conducting research, and overseeing special projects. Advanced to expert level abilities with Microsoft Office products to include MS Word, Excel, Access, Outlook, and PowerPoint are required, along with intermediate to advanced abilities with Intuit products. Confidentiality responsibilities include managing sensitive company, personal, and personnel information with discretion, maintaining private files, and scanning documents as necessary.
Other duties include being flexible, processing special orders, providing organization for the Chairwoman's office, performing additional duties as assigned by the Chairwoman, understanding the reporting structure of the individual and organization, and having previous family office executive experience as a plus.
Benefits for full-time employees include paid time off, 401K, and medical, dental, and vision coverage.