Sr Executive Assistant

Job description:

Reports To: Director of Executive Operations

Position Summary

We are seeking a highly organized, proactive Executive Operations Coordinator to support the Director of Executive Operations across executive administration, family office operations, household coordination, and special projects.

This role is ideal for someone who loves bringing order to complexity. You will be responsible for ensuring projects move forward, deadlines are met, vendors are coordinated, information is organized, and operational details never fall through the cracks.

This is not an Executive Assistant role. This is an operational execution role for someone who enjoys building systems, coordinating people, and driving projects to completion.

Primary ResponsibilitiesExecutive Operations

- Track executive priorities and action items.
- Maintain project plans and timelines.
- Coordinate follow-up with internal and external stakeholders.
- Prepare meeting agendas, notes, and action items.
- Maintain operating procedures and documentation.
- Assist with executive reporting and presentations.
- Ensure leadership initiatives remain on schedule.

Family Office Administration

- Organize insurance policies, warranties, and household documentation.
- Maintain records for vehicles, memberships, subscriptions, and recurring services.
- Organize contracts and vendor agreements.
- Assist with family office budgeting and administrative tasks.
- Maintain digital filing systems and operational records.

Property & Household Support

- Coordinate with the Estate & Household Manager on projects and maintenance.
- Schedule vendors and service providers when needed.
- Obtain estimates and compare proposals.
- Track home improvement projects.
- Coordinate deliveries and installations.
- Assist with seasonal and household initiatives.

Executive Project Coordination

- Research vendors, products, and service providers.
- Build spreadsheets and project trackers.
- Prepare reports and presentations.
- Assist with event planning and logistics.
- Coordinate philanthropic initiatives and special projects.
- Ensure all projects have clear timelines and accountability.

Travel Coordination

- Serve as the liaison with the family's travel management company.
- Ensure travel aligns with executive and family calendars.
- Coordinate supporting logistics with household staff.
- Confirm itineraries and communicate travel details to the appropriate team members.

Administrative Support

- Prepare documents and correspondence.
- Organize confidential files.
- Manage operational checklists.
- Assist with recurring administrative responsibilities.
- Continuously improve systems and workflows.

Qualifications

- 3–7 years of experience in operations, project coordination, executive support, or business administration.
- Exceptional organizational and time management skills.
- Strong project management abilities.
- Excellent written and verbal communication.
- High attention to detail.
- Strong technology skills, including Microsoft Office, Google Workspace, spreadsheets, and project management software.
- Ability to manage multiple priorities with minimal supervision.
- Professionalism, discretion, and sound judgment.

Success Looks Like

- Projects consistently finish on time.
- No important deadlines or renewals are missed.
- Executive priorities are well organized and moving forward.
- Household and business operations are coordinated seamlessly.
- Vendors and service providers receive timely communication.

Our Values

Purpose – We believe our work should make a meaningful impact on the lives of others.

Resilience – We solve problems, adapt quickly, and persist through challenges.

Accountability – We own our responsibilities and follow through with excellence.

Integrity – We do the right thing, even when no one is watching.

Success-Driven – We pursue continuous improvement and measurable results.

Excellence – We believe exceptional experiences are created through relentless attention to detail.

Please take this assessment as an additional part of the application (please copy and paste if the link does not work): https://go.cultureindex.com/p/... Location: In person