EXECUTIVE ASSISTANT

SUMMARY

The Executive Assistant will provide high-level administrative, operational, and personal support to executive management, ensuring efficient operations and effective communication. This position requires a highly organized, proactive, and detail-oriented individual with exceptional communication and interpersonal skills. The Executive Assistant will manage complex schedules, coordinate projects, and handle sensitive information with discretion, playing a crucial role in supporting the executive team and facilitating smooth workflow within the organization while balancing comprehensive personal lifestyle management.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Provide comprehensive administrative support to executive management, relieving them of administrative details and managing both personal and professional tasks.

• Coordinate workflow, prioritize tasks, and proactively follow up on delegated assignments to ensure timely completion.

• Exercise initiative to manage situations effectively in the manager's absence and maintain project schedules.

• Oversee daily office operations and management, ensuring a well-organized, efficient, and professional work environment; manage vendor relationships, office inventory, supplies, and facility maintenance.

• Develop and maintain procedures manuals to ensure consistent performance of routine tasks.

• Compose, prepare, and review correspondence and reports for executive signature.

• Manage incoming mail, prioritize action items, and ensure timely responses to requests.

• Monitor and respond to emails as required, drafting or abstracting reports as needed.

• Serve as an in-house Active Notary Public to witness, authenticate, and notarize official corporate, real estate, and personal legal documents as needed

• Serve as the primary point of contact for department heads, executives, investors, financiers, and owners, fostering positive communication and collaboration.

• Coordinate conference calls and meetings effectively.

• Collaborate with the Executive Assistant to the CEO to coordinate events, provide backup support, and ensure seamless coverage.

• Manage and maintain business and personal calendars, optimizing time efficiency for executive management.

• Schedule meetings, prepare agendas, and arrange necessary facilities.

• Handle all inquiries with professionalism and efficiency, arranging callbacks and providing necessary information.

• Screen visitors, manage interruptions, and ensure a professional and welcoming environment.

• Handle personal bookkeeping for executive leadership, including tracking personal expenses, preparing expense reports, managing bill payments, and organizing financial records for tax/accounting purposes.

• Oversee personal management tasks, including personal scheduling, family/household calendars, appointments, medical/dental bookings, personal errands, and personal travel arrangements.

• Manage relationships and schedules for household vendors, contractors, maintenance crews, and personal service providers.

• Arrange travel for executive management and other designated personnel, including itineraries, trip files, and expense reports.

• Monitor travel arrangements and provide support in case of disruptions or changes.

• Maintain and improve data storage and retrieval systems.

• Manage administrative details for projects and seek opportunities to contribute to projects within areas of competence.

• Complete other assignments as directed by executive management.

SKILLS AND EXPERIENCE

• Bachelor’s Degree preferred but not mandatory.

• 5 years of experience supporting "C"-level executives.

• Advanced proficiency in Microsoft Office Suite, Adobe products, and travel arrangement tools.

• Current, active Notary Public commission (or willingness to obtain notary commission within 60 days of hire).

• Demonstrated skills, professionalism, and ability to maintain confidentiality at an advanced level.

• Excellent written and verbal communication skills.

• Must have a valid driver's license with no major infractions in the last 12 months.

WORK ARRANGEMENT

• In-Office Presence: Required in the office on all standard business days when the Executive is local/in town to ensure direct operational support and physical office coverage.

• Remote Flexibility: Eligible to work remotely on days when the Executive is traveling or out of the office.

• Independent Work Environment: Candidates must be comfortable working independently in the office, managing day-to-day operations self-sufficiently without immediate local supervision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is often exposed to outside weather conditions. The noise level in the work environment is usually moderate.

This job description is intended to provide a general overview of the Executive Assistant role. The specific duties and responsibilities may vary.