Principal Responsibilities:

• Serve as a liaison between the CEO and the firm’s associates.
• Answer and screen incoming calls. Determine the nature and urgency of the calls and intervene when possible by providing direction and answers to questions and inquiries.
• Exercise gatekeeping skills to manage CEO’s calendar and contact database
• Manage travel itineraries including preparing air, ground and accommodation reservations.
• Monitor the document approval process to ensure timely and seamless presentation to the CEO and other executives.
• Reconcile monthly credit card bills and collaborate with the AP department to process invoices.
• Plan and coordinate internal and external meetings and events (logistics, prepare meeting materials, draft agendas, etc.).
• Exhibit process ownership and establish good working relationships with various banking partners to prepare and update required documentation; coordinate with the accounting and finance teams and obtain necessary approvals.
• Create and maintain an organized filing and tracking system, some of which are highly confidential.
• Compose, draft and type letters and memoranda. Type highly confidential and sensitive materials as well as a variety of documents which may include taking raw text and transforming it into a professional, well organized document. Prepare and answer routine correspondence.

• Assist with projects, such as those arising through the CEO’s involvement with various organizations.
• Sort and deliver mail to office staff.
• Ensure that CEO responds timely and appropriately with thank you’s, birthday cards, gifts or other such methods of appreciation and follow-up. Handle personal tasks for the CEO.
• Work/coordinate with CEO’s house manager and driver on various projects as required.
• Liaise and oversee IT and phone system with the outside consultants.
• Perform ad hoc projects as needed.

Qualifications/Requirements:

• Thorough knowledge of Company policies and procedures.
• Familiar with business operations of the Company.
• Excellent telephone, communication and human relations skills.
• Ability to work independently and in pressure situations with no direction.
• Prior experience as an Executive Secretary at a Family Office
• Sound judgment, initiative and good decision and organizational skills.
• Good English grammar, spelling, proof reading and research skills.
• Grace under pressure.
• Extremely detail-oriented, highly motivated, and exhibit strong interpersonal skills.
• Discretion is paramount as the candidate will be required to maintain a high degree of confidentiality and professionalism.
• Intermediate proficiency in Microsoft Office Suite including Outlook, Excel, Word and PowerPoint is required.
• Strong IT acumen is necessary to support the team (including, but not limited to, internet research, WebEx and Zoom experience).