Executive Assistant

Job Description

Family leaders are looking for a high performing “Rockstar” committed to furthering their professional and personal development by supporting the growing demands of dynamic family. This role is to provide organizational, administrative, and logistical support to the client and serve as the administrative and functional point person for the clients’ business, personal and community matters to ensure smooth functioning of activities and processes. The primary goal of the Executive Assistant is to make the client’s life less stressful and more joyful, freeing them up to focus on their core responsibilities and interests. The candidate will be deeply rooted in the client and family’s success and will drive execution of the clients’ priorities. The position requires more than an ability to complete directives. It demands a thoughtful and strategic self-starter with a drive to deliver exceptional results through optimized processes, systems, and organization.

Responsibilities: The duties of the role and what the job entails.

• Manage personal and professional schedules and appointments.

• Handle correspondence, prepare documents, conduct research, book, arrange and manage travel, organize events, facilitate meetings, create agendas, run errands, personal shop, execute special requests, and perform a range of other tasks as required.

• Follow up on all aspects of the clients’ needs to ensure action items are completed in a timely manner.

• Assist the client in effective time management, streamline their workload, and keep client well informed of their professional and personal commitments and responsibilities, following up appropriately.

• Act as a gatekeeper and primary point of contact by handling communications and inquiries on behalf of the client while filtering out what is not relevant or important.

• Act as a liaison between the client, team members and business associates while maintaining a calm demeanor in a fast paced, ever-changing environment.

• Anticipate and manage changing needs.

• Collaborate on and manage project or aspects thereof on behalf of the client.

• Research, purchase and facilitate the delivery of gifts.

• Learn and adapt to new software and technology to create efficiency and transparency.

• Anticipate client’s productivity needs by evaluating new technology, placing orders, and coordinating with IT and other team members to ensure clients’ tech needs are always met.

No two days are alike in this role. This role’s many responsibilities are not fully covered in the bullets above, and we believe the best candidates will understand and appreciate that. Small portions of this position will be crafted once you are hired. You will likely wear more hats than you expect but each will come with direct impact to the client.

Required Skills and Qualifications:

• Organization, tracking and follow-up skillset must be phenomenal.

• Calendar and schedule management skills for multiple calendars and individuals, including the coordination of complex luxury travel itineraries.

• Tech skills in Apple products, Mac, MS Office, Outlook, and project management tools.

• Emotional maturity, professionalism, exceptional written and verbal communication skills, and interpersonal skills.

• Ability to remain flexible and agile in a constantly changing environment.

• Proven work experience as a personal assistant for a private family.

• Ability to sort out complex needs with minimal instruction (many assignments will be shared by communicating what needs to be accomplished with guidance on a few variables and items that need to be taken into consideration and candidate will be asked to figure out the rest with ingenuity and resourcefulness.)

• Acute attention to accuracy and ability to prioritize while juggling multiple tasks and competing demands concurrently, all the while maintaining calm under pressure.

• The ability to exercise both great judgment and the utmost discretion.

• Must be a highly resourceful and adaptable team player, with the ability to be extremely effective independently and execute tasks through completion.

• Proactive problem-solver who anticipates changing needs to minimize potential issues.

• Own to the extreme.

• Enjoy pushing their boundaries and continuously improving professionally and personally.

We value hard work and strong performance. We seek excellence and always give our best especially when no one is looking. We do it because it is who we are. We believe it is up to every individual to ensure their success by achieving or exceeding the goals set out for them. Underperformance is not an option in this team-centric role. It is important for everyone to carry their weight and pitch in as needed.

Candidates should have a record of success in improving processes, excellent project management skills and demonstrated ability to meet deadlines, handle and prioritize simultaneous requests.

Working Conditions:

• The ideal person will live locally in Boca Raton, FL or be open to relocation.

• Must be open to travel with the client to domestic and international locations.

• The position is full-time, Monday through Friday, with flexibility to work evenings and weekends when necessary.