Job Description

We are seeking a highly organized, proactive, and resourceful Executive Assistant to directly support a high-level executive who maintains executive oversight of multiple partnerships affiliated under our management company, Mount Haley Holdings. This role is pivotal in ensuring the smooth operation of the executive’s complex day-to-day activities across various business entities and providing comprehensive executive support. The ideal candidate is a self-starter with exceptional communication and organizational skills, capable of juggling multiple priorities with professionalism and discretion.

Responsibilities

Executive Support

• Manage and maintain the Executive’s complex calendar across multiple partnerships, including scheduling meetings, appointments, and travel arrangements
• Track and organize commitments for different business entities under the umbrella company
• Coordinate and book travel for the Executive, including flights, accommodations, transportation, and detailed itineraries for multi-location visits
• Act as the primary point of contact for internal and external stakeholders across all partnerships on matters related to the Executive
• Draft, review, and organize emails, correspondence, reports, and presentations on behalf of the Executive for various business entities
• Conduct research and prepare briefs to support the Executive's decision-making and strategic initiatives across multiple partnerships
• Coordinate logistics for the Executive's meetings, including agenda preparation, note-taking, and follow-ups for different business contexts
• Prioritize and manage the Executive's multiple inboxes to ensure timely responses to critical communications
• Help maintain clear boundaries and transitions between the Executive's work with different partnerships

Administrative Support

• Assist with personal and professional task management for the Executive across multiple business contexts
• Handle confidential information with the utmost discretion, particularly regarding sensitive partnership details
• Prepare and categorize expense reports and manage reimbursement processes for different business entities
• Maintain organized documentation and filing systems for each partnership
• Coordinate with teams across different partnerships to ensure alignment with the Executive's priorities
• Track key deliverables and deadlines for various partnership commitments
• Anticipate the Executive's needs within each business context and proactively resolve issues before they arise
• Assist with streamlining workflows between different business entities managed by the management company

Requirements

1. 2-3 years of work experience in an administrative/office management role.
2. Exceptional attention to detail.
3. Strong organizational and time management skills, and ability to prioritize.
4. Considers themselves a self-starter and driven.
5. Excellent communication and interpersonal skills.
6. Strong problem-solving skills and analytical abilities.
7. Mastery of Google’s G Suite of products including Gmail, Docs, and Drive.
8. Proficiency with the MAC operating system and MAC software.
9. Proficiency with virtual meeting and collaboration software and tools.

Benefits

• Competitive compensation, with annual reviews and merit increases
• Range: $20.00 - $30.00 USD/hour; based upon experience
• Part-Time with Potential to move Full-Time
• Commitment of 25-30 hours/week

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