Executive Assistant

Summary: As a key member of the AMBFO team, the Executive Assistant will provide essential administrative, and organizational support to the AMBFO CEO.
The Executive Assistant will proactively and confidentially handle the CEO's calendar, preparation for meetings with businesses, vendors, internal and external individuals and groups and all other logistics, large and small, related to the CEO's responsibilities leading the Family Office.Roles and ResponsibilitiesDeliver a polished, high-touch hospitality experience for guests, partners, and executives.Proactively and efficiently manage CEO's calendar including scheduling appointments with internal and external individuals and groups and personal commitments.Serve as a trusted gatekeeper and advisor to the CEO, ensuring priorities, deadlines, and deliverables are managed proactively.Anticipate needs and provide solutions before issues arise.Prepare executives for meetings by compiling agendas, briefing materials, and follow-up action items.Planning, booking and managing the CEO's travel schedules and detailed itineraries.Serve as primary point of contact for the CEO's direct reports, internal and external group requests regarding the CEO's availability.Draft reports, memos, letters, and other documents, using Microsoft Word, Excel, PowerPoint and other related software.Manage CEO's expenses and timely reimbursement through the Concur system.Process invoices for CEO approval and other general approval requests.Conduct basic research, compile information and prepare documents for the CEO's presentation to executives, meetings, board meetings & other types of meetings.Attend select management meetings to take, compile and distribute notes.Draft correspondence and memos on behalf of the CEO with the highest level of discretion and care.Answer phone calls on behalf of the CEO to take messages, with the ability to answer &/or follow-up on routine questions and non-routine questions.Create and maintain efficient departmental filing and database management systems.Must have a proven ability to maintain confidentiality and manage sensitive data and information.Must have strong organizational skills and the ability to prioritize multiple competing tasks seamlessly and with excellent attention to detail.Seamlessly coordinate with all departments within AMBFO & BFOB to coordinate needed materials or preparation for all meetings.Qualifications and Education RequirementsBachelor's Degree preferred or the equivalent experience.10 to 20 years of experience providing support to senior executive leadersAbility to periodically travel and assist CEO as needed for key meetings/events for the CEORequired SkillsSuperior attention to detail and active listening to understand purpose of meetings and direction being given.Superior time-management skills and ability to self-direct through multiple concurrent assignments.Judgment and discretion to make well-reasoned, independent recommendations and decisions on matters of significance in tandem with the Chief of Staff, as needed.Excellent ability to work with other administrative staff, executive assistant's and associates across teams and across Blank Family of Businesses.Excellent oral and written communications skills.Service oriented.Excellent time management, multi-tasking, and organizational skills.Excellent interpersonal skills and ability to communicate effectively with all levels of personnel.Resourcefulness and problem-solving skills.High drive to succeed, follow through and results orientation.Excellent listener and ability to think quickly.Polish, poise, professionalism, and tact.Proactive, high initiative, proven ability to anticipate needs.Advanced proficiency with Microsoft Office Suite - Outlook, Power Point, Excel, Word, Adobe Acrobat, Publisher, Constant Contact and Access or similar related databases.

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