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.