Job Description
Job Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will provide comprehensive support to ensure efficient operation of the office, assisting CEO with various administrative tasks. This role requires excellent communication skills, a proactive approach, and the ability to manage multiple priorities effectively.
Responsibilities
- Keep the executive’s calendar organized by scheduling and adjusting meetings, appointments, travel, and personal events — making sure there are no conflicts and everything runs smoothly day to day.
- Proactively flag time-sensitive or high-priority tasks.
- Provide hands-on tech support as needed, including dialing into virtual meetings, troubleshooting device issues, and assisting with emails, documents, and other digital tools to bridge the generational tech gap.
- Maintain a secure record of personal and business account logins and passwords.
- Coordinate meetings, project timelines, and cross-functional priorities by liaising with internal department heads.
- Track and obtain necessary signatures for invoices and approvals across multiple entities (Eventstar, Aloyd, personal)
- Liaise with legal counsel for contract review and signature routing on behalf of the executive.
- Submit purchase and donation receipts and documentation to the accountant.
- Prepare and submit required Eventstar documentation for setting up new memberships, accounts, and third-party vendor relationships, ensuring all forms are complete and properly filed.
- Research and book domestic and international flights with a strong understanding of airline programs and benefits, leveraging travel memberships, points programs, and perks to enhance executive experience.
- Check in executive for flights, optimize seating, and manage travel changes quickly and efficiently.
- Coordinate home projects including deliveries, installations, and vendor appointments.
- Research, hire, and offboard household service providers (e.g., landscaping, pool maintenance, etc.)
- Oversee household vendor payments and maintain expense documentation.
- Supervise and provide direction to the housekeeper.
- Conduct consumer research and source products or services.
- Coordinate couriers and time-sensitive deliveries.
- Maintain a secure record of personal account logins and passwords.
- Submit receipts and records for personal purchases to the Executive's Accountant.
- Track relevant expense categories when needed.
Requirements
- Proven experience as an Administrative Assistant or in a similar role is preferred.
- Proficiency in Microsoft Office Suite, particularly Outlook Calendar for scheduling purposes.
- High level of discretion and confidentiality
- Experience in personal assistant roles or providing executive administrative support is a plus.
- Proactive, with strong critical thinking and decision making skills.
- Excellent computer literacy with the ability to learn new software quickly. Tech savvy and organized, with experience using scheduling, travel, and workflow tools.
- Strong written and verbal communication skills.
- Comfortable navigating both professional and personal priorities with equal attention.