Administrative Assistant C-Suite Experience

Job Description

Prior experience with Executive Board Memberships, charitable giving and philanthropic work required.

Prior experience as an Executive Personal Assistant to a C-Suite professional required.

Work as part of a 2 person team to support our principal and a team of Project Managers and Designers.

Assist Principal in managing calendar, scheduling, and logistics for professional and personal activities.

Assist Principal with activities surrounding her Foundation work and relationships with the Foundation.

Support team with calendaring for projects and vendor management.

Prepare RFQ's and liase with vendors.

Take notes; prepare memos, letters, and reports.

Assist team with responding to emails and often corresponding on behalf of the company

Coordinate travel arrangements for Principal and team members. If necessary, coordinate with Travel Agents and Travel Groups. Work with other Family team members, on family travel.

Assist Principal and team in maintaining contact database, adding & updating contact records and other data.

Availability to respond to requests in a timely manner during regular business hours, with the understanding that at times actionable items arise outside of normal business and need to be addressed immediately.

Attend immediately to emails forwarded from Principal that require action or follow up.

Handle all requests and tasks with the utmost professionalism and attention to detail.

Work seamlessly with existing filing systems maintaining continuity.

Provide general administrative support to the Family and team including scanning, shredding, mail processing, spreadsheet updates, supply ordering, mailing/shipping.

Assist with a range of onsite and offsite events including preparing invitations, tracking RSVPs, assisting with vendor and event communications.

Assist with personal errands as needed.

Prepare gift bags, giftwrap gifts and deliver/send.

Assist with various projects on behalf of the Family and team, as requested.

Bachelor’s degree required.

* 5-7+ years as a Executive Assistant at a C-Suite level

* Extremely detail oriented, organized, professional, and reliable.

* Proactive and forward-thinking.

* Positive attitude and willingness to assist all team members.

* Excellent written and verbal communication skills.

* Must be able to effectively communicate with all levels of personnel and external contacts.

* Ability to work independently and multi-task within a fast-paced team environment, emphasizing accuracy and timeliness.

* Diplomatic, tactful and discrete concerning confidential information with unquestionable integrity at all times.

* High proficiency with Microsoft Office Suite, Google Suite, Mac OS.