Executive and Personal Assistant
Position Overview
A private family office is seeking an experienced and highly organized Executive and Personal Assistant to provide comprehensive administrative, operational, financial, and organizational support.
Key Responsibilities:
Family Governance & Event Support
• Coordinate meetings, including agenda preparation, materials, and note-taking.
• Plan family gatherings, events, and retreats
• Maintain trusted relationships across multiple generations; assist with family procedures and documentation.
• Support the administration of family-owned properties and related projects.
Philanthropic & Foundation Support
• Assist in preparing newsletters and communications
• Maintain and update website content for philanthropic initiatives.
• Cultivate relationships with scholarship or fellowship recipients
• Coordinate events and reunions associated with charitable and foundation activities.
Personal Assistance
• Coordinate medical appointments, travel, and personal scheduling.
• Manage inventories, photo libraries, and personal archives.
• Handle annual mailings, gifts, and personal correspondence.
• Oversee day-to-day management of multiple residences; coordinate with vendors and property managers.
• Handle special projects and other duties as assigned.
Office Administration
• Oversee IT coordination and ensure data security across systems and files.
• Manage vendor communication, scheduling, and project coordination.
• Greet and host visitors, manage meeting logistics, and coordinate on-site and virtual appointments.
• Supervise office organization, inventory, and supplies.
• Maintain files, handle mail and delivery needs.
• Draft, review, and edit correspondence, reports, presentations, and meeting materials.
Financial Administration
• Log and process bank deposits.
• Review and submit invoices for approval and payment.
• Enter accounts payable transactions in QuickBooks, coordinating with internal finance personnel.
Qualifications and Skills:
• Strong proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with Adobe and QuickBooks (bill-pay data entry).
• Exceptional organizational, interpersonal, and communication skills.
• High degree of professionalism, confidentiality, and discretion.
• Notary Public certification preferred (or willingness to obtain).
Location and Benefits:
This position is located in Phoenix, AZ and will work one day a week from home with travel as needed. The benefits for this position are as follows:
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100K+ DOE
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Monthly reimbursement for employee purchased health insurance plan and phone allowance
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Mileage reimbursements for travel
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401k match 100% up to 4%.
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PTO + sick time + holidays + added comp time
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5-7 day annual retreat in Jackson Hole, WY during the summer time!