Personal/Executive Assistant to the Founder and CEO

$140,000 - $150,000/Yr

Jobworx U.S. - Philadelphia, PA

Full-time - Mid Level

Philadelphia, PA

Administrative and Support Services

About the position

As a Personal/Executive Assistant to the Founder and CEO, you will play a crucial role in supporting the executive leadership of the company. This position requires a proactive and detail-oriented professional who can manage multiple tasks efficiently while maintaining a positive demeanor. Your responsibilities will encompass a wide range of activities, from managing confidential information to organizing complex travel arrangements. You will be the guardian of trust and privacy, ensuring that sensitive materials are handled with care and that communication flows smoothly between the CEO, their family, and other stakeholders. In this dynamic role, you will be responsible for maintaining the CEO's calendar, coordinating both business and personal schedules, and planning global travel itineraries. You will also oversee the management of the family’s properties and vehicles, ensuring that all maintenance needs are met and that service providers deliver quality work. Additionally, you will assist with financial activities, liaising with wealth managers and tax advisors, and managing philanthropic efforts, including charitable donations and foundation activities. This position is not just about administrative tasks; it requires leadership and problem-solving skills to take initiative and represent the CEO and their family with grace in all interactions. If you thrive in a fast-paced environment where no two days are the same and your contributions have a significant impact, this role is for you.

Responsibilities

• Maintain confidentiality and ensure trust and privacy in all interactions.
• Stay organized by prioritizing tasks and managing multiple responsibilities effectively.
• Act as a positive representative of the Founder and CEO in all communications.
• Take initiative by demonstrating leadership and problem-solving skills.
• Handle legal and financial documents with accuracy and attention to detail.
• Track and secure sensitive materials and important information.
• Coordinate all business and personal schedules, including family trips and meetings.
• Manage both digital and hard-copy calendars to keep them up-to-date.
• Plan and organize extensive global travel arrangements, including lodging and entertainment.
• Oversee the management of the family's homes, vehicles, and maintenance needs.
• Coordinate in-home visits from service providers and ensure quality of service.
• Administer game day tickets and liaise with teams and sponsors for sports sponsorships.
• Assist with financial activities, including liaising with wealth managers and tax advisors.
• Manage charitable donations and oversee foundation activities.
• Monitor trust-related activities and track gifts.

Requirements

• Proven experience as a Personal or Executive Assistant or in a similar role.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills.
• High level of discretion and confidentiality.
• Proficiency in calendar management and travel planning.
• Experience in managing financial documents and liaising with financial professionals.

Nice-to-haves

• Experience in family office coordination or similar environments.
• Familiarity with philanthropic activities and trust administration.
• Ability to manage properties and coordinate maintenance services.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Paid time off