About the Job
The Executive Assistant to the President serves as a trusted partner to the President of a family office, providing high-level executive support while overseeing critical administrative and operational functions across the organization. This role requires exceptional discretion, judgment, and professionalism, as well as the ability to operate effectively in a dynamic, high-touch environment.
The position combines executive support, office leadership, and corporate administration responsibilities, with a strong focus on optimizing processes, managing key relationships, and ensuring seamless day-to-day operations. The ideal candidate is highly polished, detail-oriented, and proactive, with outstanding communication and organizational skills.
President is currently located in Charlotte, North Carolina and will likely be moving to Miami, Florida in the next 12-18 months.
Key Responsibilities
Executive Support
- Provide comprehensive, anticipatory support to the President, including meticulous calendar management, travel coordination, and meeting preparation
- Draft, review, and manage confidential correspondence, reports, and presentations for internal and external audiences
- Serve as a gatekeeper and liaison, ensuring thoughtful prioritization of the President’s time and engagements
- Maintain office systems, supplies, and administrative policies, ensuring continuous improvement of processes
Corporate Administration
- Manage enterprise insurance programs, including D&O, E&O, EPLI, and CGL policies
- Oversee trademark registrations and external branding assets, ensuring proper documentation and renewals
- Maintain corporate records, files, and documentation (electronic and physical)
- Prepare and manage expense reports for senior leadership
Cross-Functional Collaboration
- Partner with the President and senior leadership to evaluate and enhance operational policies and procedures
- Support implementation of process improvements and corrective action plans
- Manage relationships with key vendors and service providers, ensuring performance and accountability
Special Projects & Compliance
- Lead or support special projects and strategic initiatives on behalf of the President and leadership team
- Ensure adherence to company policies and applicable local/state regulations (including workplace safety protocols as needed)
- Handle sensitive and confidential information with the highest level of integrity and discretion
Professional Profile
- Highly polished, service-oriented, and relationship-driven
- Proactive, resourceful, and solutions-focused
- Strong business acumen with the ability to anticipate needs and think strategically
- Collaborative mindset with the ability to influence across all levels of the organization
- You consider yourself a “people person”; easily able to establish clear communication channels and build relationships with employees, management, outside vendors and industry contacts
- You have an excellent ability to use sound judgment and work independently
- You have an appreciation for deadlines and a strong ability to not only make your own, but help fellow administration team members and members of management you support, meet theirs
- You have exceptional organizational skills and attention to detail
- You enjoy learning and have a strong ability to read, analyze and interpret general business periodicals and professional publications
Core Values
All employees are expected to demonstrate integrity, professionalism, respect, and a commitment to excellence in service to stakeholders, partners, and colleagues.
Qualifications
- Bachelor’s degree in Business Administration, Communications, or related field preferred; or equivalent experience (minimum 5+ years supporting senior executives, ideally within a family office, private equity, or professional services environment)
- Exceptional written and verbal communication skills, with a high degree of professionalism and executive presence
- Demonstrated ability to manage confidential information with discretion and sound judgment
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Experience with CRM or property management systems (e.g., Yardi) is a plus
- Strong organizational, project management, and problem-solving skills with keen attention to detail
- Ability to work independently, prioritize effectively, and meet tight deadlines in a fast-paced environment
- Willingness to travel occasionally between office locations as needed
- Ability to travel internationally and domestically whenever necessary
- Strong organizational skills and demonstrated ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal and communication skills
- Practical, congenial, positive, and trustworthy, with an even disposition
- Ability to productively manage a varied team of vendors with a positive, productive, and high-performing culture
- Professional demeanor and an ability to maintain grace under pressure when adapting to a rapidly changing environment
- Highly resourceful team player that is solution-oriented and unfazed by new situations
- Ability to anticipate potential risks and scenarios and prepare appropriately
- Excellent problem-solver with a high sense of urgency and follow-through
- Effective independently and in a semi-remote environment
- Remain accessible and responsive beyond business hours
- Pragmatic team player who is not confined by a job description and is willing to step in to assist where needed
- Excellent written and verbal communication skills
- Highly proficient with various technology platforms and apps – Microsoft Office, Adobe Acrobat, DocuSign, PM/messaging tools, etc.
Key Attributes
- Ability to act as a trusted advisor to Executive and colleagues while demonstrating expertise and integrity
- You are helpful, a team player, and show respect while collaborating with others
- You are results oriented and exercise sound judgment in your work
- A lifelong learner who is inquisitive and solves problems with bold thinking and innovation
- You are dedicated to achieving excellence and work with others to tackle the tasks at hand
- Unquestionable ethics and integrity
- Demonstrated ability to protect privacy and maintain discretion in dealing with highly confidential information
- Service orientation with a sense of accountability, empathy, and humility
Compensation and Benefits
- $200K+ gross annual salary (based on experience and qualifications)
- 100% of medical, dental and vision premiums for employee and 80% for dependents
- $50K Life Insurance for employee
- Ten (10) days vacation / sick leave offerings
- Twelve Paid Holidays
- Discretionary annual bonus opportunity
Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation, and professional photo if you feel that you meet all of the requirements. We look forward to hearing from you!