Title: Executive Assistant - Family Office Classification: Virtual Full Time Reports To: Business Owners

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TYPE OF WORK

Full Time

SALARY

500.00 per month + expenses for internet

HOURS PER WEEK

TBD

DATE POSTED

Nov 18, 2013

JOB OVERVIEW

We are a family office that manages operating companies in across a variety of sectors as well as investments of a single family.

Job Description

Reporting directly to the two co-owners, (“Owners”) the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for the internal and external constituencies on all matters pertaining to the Owners. The Executive Assistant also serves as a liaison to a variety of stakeholders including executive management, business partners and customers; organizes and coordinates executive outreach and external relation efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven and results-driven with the goal of being community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities

Executive Support

• Completes a broad variety of administrative tasks for the Owners including: Managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Communicates directly, and on behalf of the Owners with various Stakeholders on matters related to Owner's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Owner’s, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
• Provides a bridge for smooth communication between the Owner's office and various stakeholders; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the Owner to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Owner’s updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Owner’s some of which may have organizational impact.
• Successfully completes critical aspects of the deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence and other tasks that facilitate the Owner's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Provide research and analysis, usually of a financial nature.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans
• Work as staff IT liaison to coordinate support from outside IT contractor(s)

Communications, Partnerships and Outreach

• Ensures that the Owner's bios are kept updated and responds to requests for materials regarding the Owner’s and the organization in general
• Edits and completes first drafts for written communications to external stake holders
• Develops and manages, actively, social media for the Owner’s and subsidiarity companies

Strategic Initiatives

• Works in coordinating the Owner's outreach activities
• Follows up on contacts made by the Owner’s and supports the cultivation of ongoing relationships

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders
• Expert level written and verbal communication skills
• Intermediate IT skills, knowledge and aptitude including, internet, email, social media, etc
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements

• Bachelor's degree required, MBA preferred
• Strong work tenure: 3 to 5 years of experience supporting C-Level Executives
• Experience and interest in internal and external communications,
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms

Requirements Necessary to Perform This Job

• PC / MAC with Microsoft Office and Facetime (or Skype)
• Timeproof (or equivalent software) for activity tracking
• Reliable, fast internet connect
• Able to work 10:00h EST – 18:00h EST
• Provide daily activity reports
• Timeproof (or equivalent software)
• Reachable via telephone or mail during work hours
• Apply manual dexterity for computer keyboarding and office equipment use.
• Visual ability to review detailed reports and information.
• Flexible work hours requiring work in excess of 40 hours/week when necessary.

ABOUT THE EMPLOYER

Contact Person: Michael D. Mailman

Member since: November 8, 2013

Total Job Posts: 0

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