Administrative Assistant C-Suite Experience

Job Description

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.
5 days ago