Location: San Antonio, TX 78258
Post Date: 11/13/2024
Position Overview: The Executive Administrative Assistant 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:
- 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.
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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