Executive Assistant/Business Manager

A private family office in Naples, Florida is currently looking for a full-time Executive Assistant/Business Manager to join our team. The Executive Assistant/Business Manager will serve as a strategic right-hand support to the Chief Executive and work closely with the family office team. The role includes managing the business and administrative responsibilities for the Chief Executive, the office and the team and requires toggling between executive support and roll-up-your-sleeves execution. 

This is an in-office position. Candidates applying must live in or near the Naples area.

KEY RESPONSIBILITIES

Leadership Support

• Serve as Executive Assistant to the Chief Executive of Family Office helping prioritize time, decisions, and resources.
• Own calendar strategy and help protect thinking time while coordinating a high volume of external and internal meetings with discretion and professionalism.
• Assist the Chief Executive in communication across the family office team (i.e., staff meeting scheduling, agendas, etc.).
• Support in the development of external and internal communication materials.
• Assist the Chief Executive in the Implementation of best practices and standards across the family office.

Strategic Execution & Project Management

• Support execution of key initiatives across both the family office (e.g., performance review rollout, reporting and governance materials etc.).
• Drive cross-functional projects by coordinating stakeholders, creating timelines, tracking deliverables, and ensuring accountability.
• Implement best practices and embed new operating structures across the company.

Operating Cadence & Planning

• Help establish and lead the operating cadence for staff, client and other meetings and project check-ins.
• Assist Chief Executive in developing internal reporting frameworks and coordinate inputs from the family office team and other stakeholders.

Family Office Operations

• Manage responsibilities for a smooth-running office, proactively meeting the needs of the team, guests and other stakeholders.
• Pitch in on a variety of administrative and office tasks (answering phones, greeting guests, copying, filing, scanning, shipping and distributing mail, maintaining inventory of office/kitchen supplies and ordering supplies, facilitatating maintenance of office equipment, etc.), with humility and excellence.
• Manage and monitor outsourced property manager and all other building vendors (budget, execution, proactive trouble shooting, etc.).

EXPERIENCE QUALIFICATIONS

• 5+ years of experience in executive-level support, strategic operations, or project management roles.
• Proven track record of managing cross-functional projects with executive visibility.
• Polished and professional communication skills with the ability to engage a variety of stakeholders.
• Exceptional organizational skills and attention to detail.
• Ability to move from strategy to tactical smoothly.

PREFERRED EXPERIENCE

• Bachelor's degree in business administration or related field preferred.
• Experience in both small business and corporate environments.
• Experience with all Microsoft products, as well as project management software.
• Understanding of family offices, trust structures, or private investing (preferred but not required).
• Prior exposure to family office operations, accounting (G/L experience), banking or high-growth environments.

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

COMPENSATION & BENEFITS

• Annual compensation from $90,000 depending on experience and annual discretionary bonus potential.
• Comprehensive benefits package, paid time off and paid holidays.

Equal Opportunity Employer and a Smoke Free/Drug-Free Workplace.