Executive Assistant/Flexible in office work schedule
Salary depends on experience (150-200k base), plus potential year-end discretionary bonus, 80% company paid benefits, 401k match, very generous PTO policy, AMAZING/cool perks
Hours are 9:00am-5:00pm, but definitely need to be available after hours/on weekends as needed. 5 days in office (based in Palm Beach, FL). Open to candidates who are currently based in or around Palm Beach, FL or willing/open to relocating there.
Responsibilities:
Executive Support:
Provide high-level executive business and personal administrative support to the CEO, including managing calendars, scheduling appointments, and organizing meetings.
Coordinate and prepare materials for meetings, presentations, and reports.
Handle confidential and sensitive information with the highest level of discretion.
Communication:
Serve as the primary point of contact between the CEO and internal/external stakeholders.
Screen and manage phone calls, emails, and other correspondence.
Draft, proofread, and edit documents, emails, and communications on behalf of the CEO.
Office Management:
Oversee the day-to-day operations of the office, ensuring a smooth and efficient work environment.
Manage office supplies, equipment, and facilities.
Coordinate travel arrangements, including flights (private aviation, helicopters, yachts, etc.), accommodations, and itineraries.
Project Management:
Assist with special projects and initiatives as directed by the CEO.
Conduct research and gather information to support decision-making processes.
Event Planning:
Plan and coordinate events, private dinners, receptions and business functions.
Manage logistics, invitations, and on-site support for events.
Relationship Management:
Build and maintain strong relationships with key stakeholders, including clients, partners, and vendors.
Handle inquiries and requests from family members and other VIPs with professionalism and efficiency.
Personal Tasks:
Finding and ordering items online.
Scheduling appointments (e.g., doctor's visits, car maintenance).
Conducting research on specific topics or gathering information.
Researching local services or businesses (e.g., finding a new dentist or gym).
Coordinating with pharmacies for refills and new prescriptions.
Requirements/Qualifications:
Minimum 8-10+ years of applicable high-level/C-level experience supporting an UHNW CEO/Individual and/or Family in a family office or similar high-demand environment.
Bachelor’s degree strongly preferred/required.
Must be able to pass an extensive and detailed background security check, including criminal/civil/etc. and requiring all social media to be private.
Valid driver’s license required.
Experience with private aviation required.
Experience with yacht and/or boat crew coordination a huge plus.
Must be extremely confidential/discrete.
Team oriented, easy to work with.
Calm, “cool under pressure” demeanor.
Accustomed to working in an incredibly fast-paced, ever-changing environment.
Extremely organized, detail oriented.
Positive, flexible, proactive, and adaptable.
Funny/humorous.
Polished and professional.
