Executive Personal Assistant

RESPONSIBILITIES:

• Manage business and personal calendar and appointments, including leading and administering business and personal planning process (daily, weekly, monthly)
• Coordinate and manage all business and personal travel (working with a travel agent for international travel)
• Manage business and personal communications (email and phone)
• Organize all information flow and storage (electronic and paper)
• Complete expense reports
• Produce initial drafts of business presentation materials and reports
• Assist with weekly journal entries and documentation
• Run personal errands, when necessary
• Assist other executive team members with administrative tasks, when necessary and time allows
• Plan 3-6 business and personal events/retreats per year (typically 8-12 attendees at each)
• Serve as Family’s Accountant/Controller
• Manage payment of personal bills
• Prepare monthly spending reports and annual budgets
• Serve as day-to-day liaison with the family’s multi-family office representatives to manage administrative matters such as tax documents and insurance
• Coordinate with property managers to handle any residential property needs
• Optimize travel assets and resources
• Manage the accounting and administration of the family’s portfolio
• Work with the family to finalize and refine vision and purpose of their philanthropic giving
• Identify potential non-profit partners and potential collaboration opportunities in key mission areas
• Solicit and review proposals from non-profits and make funding recommendations to the family
• Manage relationships with existing and new non-profit partners
• Serve as liaison with the business to coordinate current and future joint family/business philanthropic programs
• Manage annual budget and long-term forecasting for philanthropic giving

REQUIREMENTS:

• Bookkeeping/Accounting experience required including familiarity with basic systems (i.e. Quickbooks)
• Demonstrated ability to build plans and organize work
• Demonstrated history of managing small and medium size projects or events
• Must demonstrate technical aptitude with standard office systems (Microsoft Office suite in particular)
• Requires a strong verbal and written communicator with an ability to flex from highly professional to informal
• Must have demonstrated ability to manage self and set priorities with minimal oversight at times
• This role will be exposed to sensitive information and requires someone of the highest integrity that can protect confidentiality
• Demonstrated history of getting small details right
• Requires an excitement for working with the family to work toward build something unique and extraordinary