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A private family, based in Arizona, is seeking a dynamic, practical and organized individual to serve as a full-time Executive Assistant. This position will be responsible for managing a unique blend of personal and executive assistant responsibilities. This position requires a passion for operating in a support and service-oriented role, along with a commitment to high quality work and impeccable organizational skills. A strong orientation priority towards service with flexibility, proactiveness and responsiveness are extremely important.
What youll do:
Provide comprehensive administrative and personal support to Principals in a private family office
Plan and coordinate day-to-day business and household maintenance activities
Serve as point of contact for Principals and staff
Maintain Principals calendar while coordinating meeting and conference schedules
Develop and maintain contact list for Principals business and other engagements
Answer and screen telephone calls and arrange conference calls
Read and route incoming mail appropriately and prepare e-mail correspondence as needed
Compose and format documentation including letters, reports, forms, etc.
Initiate travel arrangements and create detailed itineraries
Perform errands such as shopping, mail pickup, bringing dogs to vet, etc.
Assist with planning and managing events
Coordinate a variety of resources; gather and evaluate information for special projects and reports
Create and maintain spreadsheets and databases
Organize and maintain office space and files
Initiate or assist with correspondence, letter and speech writing
Assist with gift selection, purchasing and wrapping
Prepare, review and track invoices and expense reports
Basic accounting and bookkeeping
Purchase and maintain supplies and materials
Creation of household management manuals
Assist with philanthropic endeavors, as needed
Perform other tasks as they may arise or be assigned
Qualifications required for your success:
The ideal candidate must be down-to-earth, pleasant, efficient, organized, service-oriented and a self-starter who enjoys working in a team environment that is mission-driven, results-driven, and community-oriented. They must exercise critical thinking and good judgment in a variety of situations, learn fast and apply excellent project management skills. They must be willing to do in addition to delegating.
The chosen candidate will have a strong track record and understanding of managing the affairs for a private family. They will possess the ability to intelligently (re)assess policies and structures to meet the changing needs of the family and environment as required.
Qualifications:
15+ years related experience supporting executive leadership and managing properties, preferably in a family office or household setting
10 years of supervisory experience including recruiting and performance management
Strong knowledge of MS Office including Word, Excel, Power Point, and Outlook with experience scheduling appointments, meetings and events
Technically savvy with experience working with modern office methods, equipment and procedures
Ability to gather and analyze data and prepare documents and recommendations based thereon; organize, coordinate and prioritize a variety of assignments with varying deadlines
Work effectively under pressure with frequent interruptions and communicate effectively, both orally and in writing
Maintain detailed and accurate records, prepare clear and concise written reports and establish and maintain good working relationships
Experience working with bookkeeping programs such as QuickBooks
Must be able to accommodate shifting priorities in planning, directing, and coordinating Principals schedule, demands and requirements as needed
Maintain discretion with confidential information and utmost respect for Principals privacy
Demonstrate the ability to provide stellar customer service and maintain a pleasant personality
High attention to detail and skilled in English usage, grammar and punctuation
Bachelors degree or equivalent preferred
Characteristics required to support your success:
Pragmatic team player who is not confined by a job description and is willing step in to assist where needed
Possesses a grounded and entrepreneurial mindset, with a heart of service, impeccable morals and work ethic
Proactive in your approach with an innate sense of urgency
A self-starter who proactively anticipates needs and takes ownership in finding applicable solutions
Excellent problem-solver with a high sense of urgency and follow through
Practical, congenial, positive, trustworthy, honest and even disposition
Highly organized, accountable, reliable and attentive to detail
Able to roll-up-sleeves, delegate, and manage deadlines for self and others
Ability to understand the nuances of the job and to react nimbly to rapidly changing circumstances; highly flexible
Confident and willing to share ideas, address concerns head-on, ask questions for clarification and handle feedback in a professional manner
Working conditions/physical requirements:
Office environment and at a desk for long periods in front of a computer screen
Requires reasonable weekend availability via phone and email for arrangements of activities and responses
Use telephone and computer keyboard daily
Occasionally lift and carry items weighing up to 25 pounds
