Executive Assistant to the Chairman

Job description
This rewarding Executive Assistant role operates within an UHNW Family Office, supporting a Principal who also leads a global enterprise as Chairman and CEO. This high-trust, high-impact role ensures the Principal’s complex business and personal affairs run seamlessly, in close partnership with a Chief of Staff and CEO of the Family Office. The Principal has a demanding domestic and overseas travel schedule, and the role will ensure that all arrangements have been attended to with exacting attention to detail, forethought and pre-emption.

Key Responsibilities (at a glance):
• Manage the Principal’s dynamic global calendar, business travel, and meeting preparation with exceptional foresight and precision (maintaining a 12-month calendar).
• Monitor on-going travel planning and in-progress trips. Be prepared at short notice to support additional requirements/changes to travel plans, often across multiple time zones.
• Coordinate family travel as needed, liaising with pilots, yacht crew, house managers, and other service providers.
• Handle correspondence, calls, board materials, and daily briefs to keep the Principal fully prepared.
• Liaise with internal executives and external stakeholders to make appointments, prepare for board meetings, with all necessary documentation prepared in advance.
• Prepare a daily briefing file with a high-level of detail in regards to the upcoming schedule and all required materials.
• While regular travel is not expected, the individual must be ready to travel domestically or internationally on short notice.
• Play a key role in keeping the Principal’s day seamless — arriving before the Principal when they are onsite and preparing the necessary arrangements.
• Verify invoices and maintain meticulous records.
• Other duties as assigned.

What You Bring:
• Proven success supporting C-suite leaders or UHNW families; family office experience is a strong asset.
• Expertise coordinating complex travel, including private aviation and overseas arrangements.
• Calm under pressure, proactive, and highly organized with impeccable attention to detail.
• Absolute discretion and flexibility to support changing priorities, including occasional out-of-hours work.
• Process oriented and high-level of initiative.
• Advanced MS Office skills.
• Extremely efficient with their time, effective time-management is critical.

Requirements:
• Minimum 5 years as an Executive Assistant in a comparable role with strong tenure in past positions.
• Degree preferred but not essential.
• Considerable demonstrable experience with complex travel arrangements for senior executives, including with private aviation, and car service both domestic and international is highly desirable.
• Flexible after-hours when required to monitor ongoing travel plans in order to be responsive to required changes.

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