Senior Executive Assistant

Job Summary:
The Senior Executive Assistant is responsible for high-level administrative support to the Founder. This role will report to the Founder of Triad Partners. In addition to leading Triad, the Founder oversees the Experiences Team and Technology Division, and hosts his own podcast.

Key Responsibilities Overview:

• Ensures work-life integration for the Founder
• Provides high-level administrative support and assistance to the Founder and/or other assigned leadership staff
• Manages complex schedules and coordinates meetings for the Founder
• Performs clerical and administrative tasks including drafting letters, memos, reports, and other documents for senior staff
• Arranges travel and accommodations for Founder and senior team
• Schedules and attends meetings on behalf of Founder as requested, taking minutes as needed
• Receives various incoming communication on behalf of Founder, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff
• Performs office tasks including maintaining records and ordering supplies
• Exercises sound judgment and discretion in handling sensitive and confidential information
• Performs additional duties as assigned by executives

Key Responsibilities Expanded:

Work-Life Integration  

• Stays in constant communication with the Founder’s spouse to ensure proper work -life integration  
• Coordinates family travel 
• Communicates travel details to the Founder's spouse and provides weekly updates on family commitments and schedules 

Meeting Management 

• Prepares agendas, takes notes, distributes action items, and follows up to ensure timely completion 
• Prepares speaking notes for the Founder and prepares other media needs in coordination with House of Brands
• Coordinates logistics with other departments as needed for internal meetings, live events with the Founder and special guests
• Orders and coordinates lunches and meals as needed
• Provides on-site support for meetings or events as needed

Inbox Management / Communication

• Represents the Founder internally and externally 
• Manages emails and correspondence 
• Exercises discretion when reviewing and routing sensitive correspondence

Calendar & Schedule Management 

• Handles complex scheduling for both personal and professional commitments 
• Follows up on meeting action items and ensures timely completion 
• Confirms weekly appointments  
• Handles scheduling details involving sensitive personal and business matters with discretion

Travel Arrangements 

• Books flights, accommodations, and transportation 
• Prepares detailed travel itineraries
• Handles travel-related issues for Founder and his family
• Coordinates all travel with the Founder’s spouse  

Anticipating Needs 

• Anticipates the needs of the Founder to eliminate friction at work and home 
• Stays proactive in clearing the path for the Founder to make his greatest contributions

Personal Assistance 

• Occasionally handles personal tasks
• Assists with personal calendaring for doctor’s appointments, dentist, etc.  
• Assists with holidays and special occasions; gifting

To-Do Management  

• Maintains the Founder’s to-do list 
• Ensures items are completed by deadlines  

Finance and Reporting 

• Prepares expense reports and submits through Concur

Back-Up other EAs on Team

• Assists the co-founder as needed when other EAs are out of office
• Coordinates with other EAs on company initiatives, leadership meetings, and strategic planning
• Helps to train other EAs in member firms as needed

Strategic Planning

• Attends biweekly 1v1s between the Founder and department lead
• Creates meeting agendas for the Founder and department leads
• Coordinates with department leads on pre-work, action items, and initiatives that need to be moved forward, and follows-up to ensure all action items are completed timely
• Coordinates details, agendas, and follow up for monthly leadership meetings
• Coordinates with the Founders for preparation, agendas, and details for yearly strategic planning
• Help ensure senior staff get time, information, approvals, and support from the Founder promptly

Speaks on behalf of the Founder / Support of Senior Staff

• Speaks on behalf of Founder in oral and written communication
• Speaks on behalf of the Founder with the internal team
• Coordinates with other department leads as it relates to Founder priorities
• Serve as proxy for the Founder in meetings as needed

Qualifications:

• Bachelor’s degree in business administration or related field preferred
• At least four years of related experience required

Competencies:

• Demonstrates exceptional attention to detail and accuracy in all tasks
• Displays a positive attitude and maintains professionalism in all interactions
• Possesses a high level of adaptability and resilience in a fast-paced environment
• Demonstrates a commitment to excellence and continuous improvement
• Embraces technology and is eager to learn new tools and systems
• Shares the company's values and is dedicated to contributing to its success
• Comfortable handling confidential information with sensitivity and maintaining confidentiality
• Exhibits a proactive and anticipatory approach to meeting the Founder’s needs
• Comfortable and has the leadership capacity to speak on behalf of the Founder and aid in strategic planning
• Comfortable managing both personal/family and business matters for the Founder
• Ability to manage complex schedules and high amounts of information

Come do business, and life, with us!