A private family office in Naples, Florida is currently looking for a full-time Executive Assistant to join our team. The Executive Assistant will provide high-level administrative support to the Executive Officer and other family office staff, and will oversee the administrative functions and operation of the family office.
The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, coordinating and managing office support services, and providing support to executives. Given the dynamic nature of the executive environment, the executive assistant must be flexible and consistent while maintaining the confidentiality of information.
This is an in office position. Candidates applying must live in or near the Naples area.
Duties/Responsibilities:
· Provide high-level administrative support and assistance to the Chief Executive and/or other assigned staff including accounting and HR.
· Manage professional scheduling for Chief Executive, including agendas, mail, email, phone calls, and other family office logistics.
· Receive incoming communications on behalf of the Chief Executive, review content, and summarize and/or distribute contents to appropriate staff.
· Arrange travel and accommodations for Chief Executive.
· Perform clerical and administrative tasks for staff including copying, filing, scanning, shipping and distributing mail, drafting letters, etc.
· Assist with document management and the development of a filing and retrieval system to include meetings, memos, emails, conferences, etc.
· Liaise with consultants, lawyers and accountants.
· Support office service vendors and property management relationships.
· Perform office tasks including maintaining records, maintaining inventory of office/kitchen supplies and ordering supplies, as needed.
· Perform or facilitate maintenance of office equipment including cleaning, maintenance, and repairs.
· Maintain professionalism and strict confidentiality.
· Perform additional and other related duties as assigned.
Required Skills/Abilities:
· Excellent verbal and written communication skills.
· Excellent organizational skills and attention to detail.
· Strong time management skills with a proven ability to meet deadlines.
· Effective problem-solving and decision making capabilities.
· Flexible team player, willing to adapt to changes and unafraid of challenges.
· Proactivity and self-direction.
· Ability to maintain confidentiality of information.
· Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
· Extremely proficient with Microsoft Office or similar software and an aptitude for learning new software and systems.
· Ability to pass pre-employment drug screening, background, and reference checks.
Education/Experience:
· Bachelor’s degree in business administration or related field preferred.
· 4+ years of verifiable experience supporting a senior level executive in an Executive Assistant capacity preferred.
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 and Benefits:
· Compensation from $80,000 annually depending on experience. Annual discretionary bonus potential.
· Comprehensive benefits package, paid time off and paid holidays.
Equal Opportunity Employer and a Smoke Free/Drug-Free Workplace.