Job Description

We are seeking a collaborative, organized, and proactive Entry-Level Administrative Assistant to support a Senior Executive Assistant in managing the professional and personal commitments of a High Net-Worth Individual (HNWI). 

This role is perfect for those looking to start or advance their career in executive support and operations. Gain valuable hands-on experience working closely with executive leadership and build a strong foundation for future opportunities in executive support and operational management. If you’re a detail-oriented, resourceful, adaptable individual eager to learn and contribute to the efficient management of business and personal affairs, we encourage you to apply. 

As this entry-level, full-time position is to be viewed as a stepping stone into the career of executive support, we expect the employee to commit to a minimum of 18 months.

Responsibilities will be:

• Assist with personal and office scheduling, travel arrangements, and general organization, including but not limited to research, price quotes, and pre-travel planning.
• Maintain and organize personal and professional information, including personal and professional calendars. This includes scheduling and confirming meetings, appointments, and personal commitments.
• Assist with coordinating events and completing pre-event checklists, including securing venues, price quotes, and confirming venue, tech and equipment, catering, etc.
• Submitting and finalizing claims, bills, and invoices. 
• Book and confirm trip reservations, air and ground transportation, and activities.
• Support the completion of tasks and projects, ensuring deadlines are met and providing regular progress updates. 
• Run errands and coordinate special occasions.
• Offer in-office support including in-office kitchen inventory and stocking management, office supply management, conference room management, and other office space needs. 
• Support personal household management, including but not limited to deliveries and orders.

Expectations for this position include:

• The ability to maintain full confidentiality at all times: this is a sensitive position.
• Must be in the office Monday through Thursday with flexible availability on Fridays, weekends and evenings as needed.
• Be able to commit a minimum of 18 months to this position.
• Strong written and verbal communication skills are a must.
• Excellent organizational and time management skills.
• Ability to multitask and prioritize in a dynamic environment.
• High attention to detail with a proactive, can-do attitude.
• Familiarity with Microsoft Office Suite and G-Suite.

Preferred prerequisites:

• 1-2 years prior experience in an administrative or support role is preferred, but not required. Recent graduates or individuals transitioning into executive support roles are encouraged to apply.
• Bachelor’s degree or equivalent experience in business administration, management, or a related field preferred. 

Benefits for this position include:

• Hybrid work environment
• 2 weeks of paid vacation
• 100% covered premiums for medical, dental, vision under the company’s HDHP; with dependents and spouses, 50% covered
• Covered cell phone service

The salary for this position is $66,300.

If you require reasonable accommodation to participate in this hiring process, please direct your inquiries to Evanie Peters, HR Generalist at [email protected]. Please include the job title you are applying to in the subject line. Only requests related to accommodations will be responded to.

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