We are partnering with a growing entrepreneurial start up in their search for an experienced Executive Assistant / Personal Assistant to join their team of entrepreneurs. This dynamic start up spans Venture Capital, Private Equity, Investment Strategy, Joint Ventures, hospitality, and real estate industries.
The Executive Assistant serves as an air traffic controller for the Principal across the family office and operating companies proactively assisting with business and personal related tasks. Ideal candidates will have prior experience providing C-level support within a fast paced and dynamic family office entrepreneurial environment. Ideal candidates will also have initiative, independent judgment, tact, diplomacy, and extensive experience handling confidential information.
This is a Hybrid role, working onsite in Bellevue, WA 3 days a week. Travel may be required from time to time, but will be limited. This is a rare opportunity to join a team of problem solvers with growth mindsets and where you will be able to make an impact long-term.
Responsibilities:
• Provide proactive support to the executive office and ensure top-level service is delivered to the Principal, moving seamlessly between business and personal support as needed.
• Meet daily to review the schedule; ensure materials for meetings are received timely and are relevant, complete, and accurate.
• Handle all flight and travel coordination for business along with personal bookings.
• Proactively monitor calendars and schedules to identify conflicts and reach out for
• input/resolution timely in order to make the most effective use of the Principal’s time.
• Take a strategic approach to planning client meetings and be proactive and flexible as schedules and priorities shift.
• Prepare agendas and any required documents; transcribe minutes of meetings.
• Lead and provide oversight for complex projects/processes/events.
• Assist or lead the completion of special projects as assigned.
• Provide detailed tracking including supporting accounting of activities and responsibilities for multiple, simultaneous projects.
• Prepare expense reports on behalf of the Principal, as well as tracking and reporting.
• Ability to work a flexible schedule as needed to complete time-sensitive or special projects.
• Assist with research for the Principals as needed.
• Liaise with third parties such as law firms, accountants, and bankers etc. on behalf of the family as needed.
• Assist with personal errands and tasks as needed at the home, remote, or in office – while demonstrating a no task is too big or too small mindset.
• Manage up to the Principal, proactively taking all you can off of their plate.
Requirements:
• Bachelor’s degree or combination of education and related experience.
• At least 5 years of related experience providing C-level support within a fast paced and dynamic UHNW family office and/or tech-related entrepreneurial environment.
• Project management experience.
• Hyper-organized with the ability to solve complex business issues and schedule conflicts.
• Strong communication skills across leadership teams, internally and externally.
• Sense of humor and ability to work while having fun in an ambiguous environment.
• Ability to be proactive and flexible as schedules and priorities shift.
• Ability to understand P&L, expense report and budgeting.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).