Why Join?

Our firm has been engaged by a prominent national retained search firm to identify an accomplished and versatile individual for the role of Executive Assistant to the CEO and Operations Manager (title flexible) to join their team. Our client is an established brand in the retained search industry, that provides early-stage growth, mid-market, and Fortune 500 clients with executive and board-level talent. The CEO is also an owner in several other real estate and portfolio companies and is seeking someone to provide outstanding support, timely information, and clear communication to serve as the firm’s administrative leader and liaison to these other interests. Our client has experienced great success over the years and is now focused on new opportunities with their proven search and investment model. This is a great opportunity for someone who thrives in a smaller, family office environment, in a hands-on role to work directly with the owner/founder on impactful opportunities around the country.

What You’ll Tackle:

• Primary hub of communication for all searches, vendors, and external parties, including sending out marketing materials, engagement letters, and managing the entire search process end-to-end
• Provide research support on searches, candidate prospecting, initiate communication with candidates and qualify via phone for all open searches
• Move quickly between searches and projects, with the ability to prioritize appropriately to achieve maximum results
• Alleviate administrative aspects of CEO’s day to day including but not limited to:
  • Master calendar keeper: schedule appointments and maintain calendar, including making travel and hotel arrangements which require independent decision making and judgment
  • Coordinate meetings and arranging logistics (conference room, conference call-in, and video conference details) and taking notes
  • Prepare clear and concise memos, letters and other supporting documents and sourcing reports, with minimal direction, for internal and external distribution
  • Manage incoming phone calls, as well as incoming and outgoing emails.
    • Create a system to manage the email process (200+ emails a day)
    • Gatekeeper for incoming requests
  • Attend meetings when necessary
• Basic to intermediate bookkeeping (business and personal)
• Create and maintain client and prospect contact lists for marketing mailings and various other marketing campaigns, including working closely with the outside marketing firm for creation, managing, and execution of marketing campaigns
• Interact with all levels of external clients and prospects as well as internal team members, including senior executives with a high level of customer service (white glove) in every interaction
• Collect and review various real estate and investment documentation, synthesize for CEO and manage frequency of reporting to owners, including gathering and delivering information for inputs
• Contact for banking-related matters (credit card accounts, transfers, account questions, foreign currency requests, etc.) for all family members
  • Handle miscellaneous personal assistance matters for the family
  • Handle one-off special projects and family events
• Handle related administrative tasks, such as mail sorting/routing, FedEx shipment management, etc.
• Focus on continuous improvement is important for everyone at this company

What’s Needed to Win:

• Bachelor's Degree (a strong plus)
• Minimum 7+ years of total work experience, ideally with 3+ years of directly relevant work in a family office or as a high-level executive assistant or in a role that requires data and analysis of detailed information
• Strong tech proficiency: Microsoft Office (Word, Excel, PowerPoint, and Outlook), QuickBooks, CRM management
• Superior problem solving and analytical skills
• Must be proactive, able to take initiative, relentless follow-up, and ability to move issues or projects to closure with minimum supervision
• Unquestionable ethics and ability to exercise considerable discretion and maintain appropriate confidentiality
• Incredible attention to detail and a strong ability to organize
• Clear and concise written and verbal communication skills
• Patience to work with high-level people and adaptability to different types of personalities
• Comfortable working in a fast-paced, dynamic, highly entrepreneurial environment
• Able to deal with unexpected issues in a professional manner and get results
• A mind for numbers, well-honed common sense, and ability to see the big picture and thrive under pressure
• Proactive stance toward learning, workload completion, best practices and communication

Interviewing Immediately