Executive Assistant - Open Budget - Family office

Executive Assistant

Position Summary

Our client is seeking a highly organized, proactive, and discreet Executive Assistant (EA) to support our Chief Executive Officer (CEO). In this dual-impact role, you will act as the CEO’s primary gatekeeper, strategic coordinator, and personal liaison.

You will manage complex professional schedules and business logistics while seamlessly handling personal daily life administrative duties to ensure the CEO can focus on driving business strategy and company vision. Frequent travel alongside or on behalf of the CEO maybe required.

Key Responsibilities

• Executive & Business Support
• Calendar & Gatekeeping: Serve as the primary point of contact; manage an ever-changing calendar, prioritize meeting requests, and screen incoming calls and emails.
• Communications: Draft, review, and handle executive correspondence, confidential reports, and presentations.
• Meeting Coordination: Prepare agendas, gather briefing materials, attend meetings to take minutes, and track follow-up action items.
• Special Projects: Lead or assist with strategic, cross-departmental administrative projects as needed.
• Team Leadership & Client Engagement
• Staff Oversight: Supervise and coordinate the principal’s supporting team (e.g., personal assistant, driver, and household staff), delegating tasks, setting priorities, and ensuring seamless day-to-day operations.
• Chief-of-Staff Support: Act as a trusted extension of the CEO, anticipating needs, managing competing priorities across business and personal domains, and driving initiatives through to completion.
• Client & Stakeholder Engagement: Accompany the CEO to select client meetings and events, representing the office with professionalism and discretion.
• Travel & Logistics Management
• Travel Coordination: End-to-end planning of complex domestic and international travel (flights, private aviation, accommodations, ground transport, visas, culinary arrangement and catering, and detailed itineraries).
• On-the-Road Support: Accompany the CEO on business trips as needed to manage logistics on-site, handle schedule adjustments, and ensure smooth travel execution.
• Expense Management: Track, process, and reconcile the CEO’s business and personal expenses, manage receipts and corporate card statements, and prepare expense reports for review.
• Household & Personal Coordination
• Household & Estate Coordination: Oversee personal scheduling and private appointments, liaise with household staff and vendors, and manage property upkeep and vehicle maintenance.
• Personal Errands & Hospitality: Manage confidential personal errands, gift sourcing and purchasing, reservation bookings, and private event planning.
• Family & Guest Support: Coordinate family logistics, school and activity schedules, and hosting and guest arrangements as needed.
• Discretion & Trust: Handle sensitive personal and family matters with absolute confidentiality and sound judgment.