Administrative Support Specialist
2 days ago
Administrative Support Specialist
About the RoleWe are seeking an experienced Administrative Support Specialist to provide high-level administrative assistance to our Executive Vice President and CEO, members of a prominent family. This role demands exceptional organizational skills, discretion, and the ability to handle both professional and personal tasks.
Key Responsibilities- Administrative Support:
- Manage the EVP's calendar, including scheduling meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, communications, presentations, and other documents on behalf of the EVP.
- Handle incoming and outgoing communications, including phone calls, emails, and letters.
- Meeting Coordination:
- Organize and coordinate meetings, including preparing agendas, meeting materials, and taking minutes.
- Ensure timely follow-up on action items and maintain records of meeting outcomes.
- Travel and Expense Management:
- Arrange and coordinate travel itineraries, accommodations, and logistics for the CEO, both business and personal.
- Prepare and submit expense reports and ensure timely reimbursement.
- Information Management:
- Maintain confidential files and records, ensuring they are organized and up-to-date.
- Conduct research and compile data to support decision-making processes.
- Stakeholder Liaison:
- Act as a liaison between the CEO/EVP and internal/external stakeholders, including family members, board members, executives, clients, and partners.
- Facilitate effective communication and maintain positive relationships on behalf of the CEO & EVP.
- Project Management:
- Assist with the planning and execution of special projects and initiatives as assigned by the EVP.
- Monitor project timelines, deliverables, and ensure successful completion.
- Office Management:
- Coordinate with other administrative staff to ensure consistent and efficient office practices.
- Event Planning:
- Plan and coordinate corporate events and executive meetings.
- Handle logistics, vendor negotiations, and on-site support for events.
- Confidentiality and Discretion:
- Handle sensitive and confidential information with the highest level of discretion and professionalism.
- Ensure the EVP's privacy and maintain trustworthiness in all dealings.
- Executive and Personal Support:
- Provide personal assistance to the EVP, including managing personal appointments, family-related tasks, and household matters.
- Anticipate the needs of the EVP and proactively address them to ensure efficient operations.
To be successful in this role, you will have proven experience as an executive administrative assistant, preferably in a family office or similar environment. You will possess excellent organizational and time-management skills, strong written and verbal communication skills, and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Additionally, you will have the ability to multitask and prioritize effectively in a fast-paced environment, a high level of discretion and confidentiality, and a Bachelor's degree preferred or equivalent experience.
What We OfferThis role is crucial to the EVP's effectiveness and the smooth operation of the family office. The ideal candidate will be proactive, detail-oriented, and capable of managing a wide range of administrative, executive, and personal support-related tasks, ensuring seamless integration of the EVP's professional and personal responsibilities. The estimated salary for this position is $65,000 - $80,000 per year, depending on experience.
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