Job Summary: We seek a highly organized and proactive Executive Personal Assistant to provide comprehensive support to two senior executives. This role demands exceptional multitasking abilities, problem-solving skills, and a commitment to efficiency and accuracy. This person will act as a gatekeeper to manage the executive’s time appropriately. Must be a self-starter who can take the initiative and maintain ongoing accountability for performance outcomes.

Key Responsibilities:

• Calendar Management: Schedule and coordinate Zoom and in-person meetings, manage email correspondence, and handle file storage and retrieval.
• Travel Coordination: Book and manage travel arrangements for the executive, family members, and occasionally vendors. This includes hotel and restaurant reservations, flights, vehicle delivery, rental car / car service, and coordinating itineraries. Coordinate efforts for private plane departures and returns.
• Medical: Book, manage, and monitor medical and other appointments and complete pre-medical paperwork.
• Recordkeeping & Business Correspondence: Must be proficient with Excel, Word, and PowerPoint to manage spreadsheets and handle all email correspondence.
• Household Management: Coordinate household operations, including repairs, deliveries, and appointments with housekeepers, handymen, and drivers. Order supplies and manage appointments for personal and household needs, including grocery shopping, engaging with household staff and other resources. Maintain relationship with housekeeper, yacht captain, and pilots.
• Pet Care: Manage appointments for pets, including medical appointments, tracking medication refills, and grooming appointments.
• Technical Support: Provide IT support, troubleshoot technical issues, and manage various service providers and vendors.
• Other: Additional ad hoc and other requests, including unique and extraordinary circumstances or issues that may arise as the job dictates.

Qualifications:

• Confidentiality: Maintaining the privacy of sensitive information, documents, and communications is paramount.
• Administrative Support: Managing schedules, coordinating meetings, handling correspondence, and organizing travel arrangements.
• Record Keeping: Maintaining accurate and organized records, files, and documents.
• Problem Solving: Identifying and resolving issues, complaints, or problems that arise.
• Follow-up: Proactively managing and ensuring timely closure of all pending issues and maintaining detailed records to track progress and resolution is critical to success.
• Communication: Communicating effectively with internal and external stakeholders, both verbally and in writing.
• Project Management: Assisting with planning, organizing, and executing projects.
• Research and Analysis: Conducting research, assembling data, and preparing reports and documents.
• Budgetary Support: Assisting with budgetary matters, such as tracking expenses and preparing reports.
• Independent Judgment: Exercising sound judgment in handling confidential matters and making decisions.

Education: Bachelor’s degree required.

Working Conditions: This position requires availability outside of standard working hours and some travel. Previous family office experience a plus.

Compensation & Additional information: Competitive salary commensurate with experience. Salary Range $90 - $100K. Full background check and drug screen will be conducted. Must be willing to sign NDA.