Executive Assistant

Description

We are seeking a highly organized and proactive Executive Assistant (EA) to effectively manage both personal and professional aspects of daily operations. In this crucial role, you will provide comprehensive administrative support to the Director of Corporate Philanthropy / Principal, including overseeing schedules, coordinating travel arrangements, organizing events, managing household needs, and assisting with business matters. Additionally, you will play a key role in advancing philanthropic initiatives, including coordinating donations, facilitating events, and supporting community outreach programs. The ideal candidate will have previous experience with a High-Net Worth Private Family office. The candidate must demonstrate exceptional organizational skills, discretion, and professionalism, with the ability to manage sensitive information with the highest level of integrity. Strong interpersonal and problem-solving abilities are essential to succeed in this demanding and rewarding role.

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Administrative Support:

• Create, update and manage business and personal calendars items, appointments, and schedules, ensuring all events either personal or business are planned and coordinated in a timely manner
• Handle correspondence, emails, and phone calls, responding on behalf of the Principal when necessary.
• Organize and maintain files, records, and documents, ensuring confidentiality at all times.
• Complete and submit credit card authorization forms and execute contracts as needed.
• Ensure invoices (e.g., catering, travel, gifts, other) are paid in a timely manner.
• Prepare agendas, presentations, and transcribe meeting minutes.
• Assist in preparing reports, tracking budgets, and maintaining logs (e.g., holiday gifts, donations).
• Stay updated and well informed about ongoing Company and Principles’ initiatives
• Attend meetings and take and transcribe notes and follow up on action items
• Develop processes and procedures to help with scheduling and daily routines.
• Ability to research and assimilate categorized data into a digestible and workable format. Help maintain the family calendar, including managing children’s schedules, extracurricular activities, and appointments.
• Coordinate and ensure the smooth running of household operations, including making or canceling personal appointments as needed.
• Support with other ad-hoc family needs as required, from special events to operational tasks.

2. Travel Coordination:

• Work with travel agent to plan, book, and coordinate all aspects of domestic and international travel, including flights, accommodations, itineraries, insurance and ground transportation, ensuring travel is streamlined and provides for a smooth experience.
• Arrange car services for all family members and ensure reliable transportation for daily needs.
• Arrange reservations for the family’s other residences, ensuring all family members' needs are accommodated.

3. Event and Social Planning:

• Assist with conceptualizing, planning, organizing and managing events, gatherings, dinners, and special occasions, including private dinners, birthday parties, and holiday celebrations. Confirm attendance of invitees for events and liaise with them as necessary.
• Assist with event coordination, liaising with vendors, ensuring event logistics are handled seamlessly, and overseeing the execution of the family’s social calendar.
• Make lunch and dinner reservations for the Principal at preferred restaurants and coordinate details with restaurant contacts to ensure smooth execution.

4. Philanthropy & Charitable Activities:

• Help plan and execute fundraising events, charity galas, and community outreach programs, ensuring seamless logistics and execution.
• Inquire about sponsorship levels for charity events, work with the philanthropy lead to submit check requests, and communicate guest list details.

5. Household Management:

• Manage household contractors, schedule services as agreed upon by homeowners, and pay invoices for service providers. Be present to let vendors in if the housekeeper is unavailable.
• Assist with office-related tasks, such as payroll processing, coordinating deliveries, and vendor communication

6. Personal Shopping & Errands:

• Manage personal shopping requests, including clothing, gifts, and other personal items.
• Run errands as requested, including coordinating deliveries and returns, purchasing gifts, or managing family-related purchases.
• Coordinate employee gift orders and deliveries, liaising with Company Offic