Job Description

Executive Assistant to the CEO

Family Office (Austin, TX)

Position Description

This is a part-time position, 28-30 hours per week, to be worked Monday - Thursday or Monday - Friday on-site.

Job Description

This is an excellent opportunity to serve in a key administrative support role within a highly relational, multi-entity family office. The right candidate will be a proactive, discreet professional with exceptional organizational and communication skills. Additionally, this candidate will bring warmth, professionalism, and a heart for service, contributing to a collaborative and discreet office culture.

The Executive Assistant to the CEO will also serve as the Executive Secretary of three related entities, assisting with day to day administration and support of the CEO’s schedule, correspondence, travel arrangements, projects, and coordination thereof with the CEO.

Duties and Responsibilities

• Manage all scheduling for the CEO and related parties using Microsoft Teams, Microsoft Outlook, and daily reports.
• Responsible for coordinating events sponsored or headed by the family office or related entities.
• Handle travel arrangements of the CEO and related parties.
• Assist in the CEO’s meetings, correspondence, and prepare Word documents that relate to the CEO’s projects.
• Facilitate the completion of special projects using Microsoft Word, Excel, and Powerpoint as needed.
• Open, review, organize and communicate all of the CEO’s incoming mail on a daily basis.
• Review periodicals and subscriptions; circulate; file.
• Maintain office and network files for all personal and corporate entities of CEO and related parties
• Manage all incoming phone calls for the CEO, ensuring appropriate and timely responses.
• Review all e-mail messages for the CEO and ensure timely response by the CEO.
• Support day-to-day operations of the family office as requested by the CEO, including errands and representing the family office and its related entities in public and corporate settings.

Required Qualifications

• 5+ years of experience as an Executive Assistant or Executive Secretary, preferably supporting a CEO or high level executive.
• Self starter with the ability to proactively manage duties without supervision and able to function independently without the owner present.
• Expert proficiency in Microsoft Office Suite and remote conferencing coordination (Microsoft Teams and Zoom)
• Strong calendar and schedule management experience using Microsoft Outlook and/or Microsoft Teams.
• Experience coordinating travel arrangements (domestic and international) including flights, hotels, and itineraries.
• Excellent written and verbal communication skills, with experience drafting and editing correspondence and professional documents.
• Proven ability to manage confidential information with discretion, integrity, and sound judgment.
• Strong organizational skills in managing files, both digital and physical, across multiple entities.
• Experience managing phone and email communication on behalf of an executive, ensuring timely and accurate responses.
• Reliable in-person presence and comfort working in a part-time but on-site capacity.

Preferred Qualifications

• Experience working in or supporting a family office, multi-entity enterprise, or private foundation.
• Familiarity with coordinating or supporting corporate and/or philanthropic events.
• Comfort managing personal errands and ad hoc tasks for a high-net-worth individual or executive.
• Prior work experience in a professional services firm or boutique environment, where multitasking and professionalism are key.
• Experience in financial services or real estate services.

Education

Bachelor’s Degree in English or Business is strongly preferred or equivalent experience.

Pay & Benefits Summary

Pay is commensurate with experience and benefits are available if desired.

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