Executive Administrative Assistant

3 weeks ago

San Antonio, United States Vip Staffing - zrsac Full time
Job DescriptionJob Description

Position Overview: The Executive Administrative Assistant (title TBD) to the Executive Vice President of a family office provides comprehensive administrative support to the EVP as well as limited support to the CEO, both of whom are members of the family. This role demands a high level of confidentiality, organizational skills, and the ability to handle both professional and personal tasks. The Executive Administrative Assistant will be a trusted partner, ensuring the EVP's day-to-day activities and long-term initiatives are efficiently managed.

Key Responsibilities:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. Office Management:
    • Coordinate with other administrative staff to ensure consistent and efficient office practices.
  8. Event Planning:
    • Plan and coordinate corporate events and executive meetings.
    • Handle logistics, vendor negotiations, and on-site support for events.
  9. 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.
  10. 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.

Qualifications:

  • Proven experience as an executive administrative assistant, preferably in a family office or similar environment.
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to multitask and prioritize effectively in a fast-paced environment.
  • High level of discretion and confidentiality.
  • Bachelor’s degree preferred or equivalent experience.
  • Experience in managing personal and family-related tasks and affairs is a plus.

This 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.

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