Executive Assistant Jobs

Company Overview

The Ward Organization, LLC (TWO) provides executive leadership, investment and back office administrative support for its portfolio of operating companies. The current flagship brand of those companies is Encore.

Job Summary:

The Executive Assistant (EA) to our President and CEO will provide direct support and high-level administrative support to a dynamic executive couple.

Supervisory Received:

• Works under the general supervision of the Chief Executive Officer and President.

Supervisory Responsibilities:

• May recruit, interview, hire, and train junior administrative staff.

Duties/Responsibilities:

• Calendar Management – Coordinate and manage complex and often overlapping professional and personal calendars, ensuring that all commitments, appointments, and engagements are accurately scheduled and prioritized.
• Liaison – Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to executives.
• Personal Task – Assist with personal commitments and tasks as needed, ensuring a balance between the executives’ professional and personal lives.
• Travel Coordination – Manage all travel arrangements including itineraries, flights, hotels, transportation and on the ground logistics, ensuring a seamless experience for the executive couple.
• Confidentiality – Maintain a high degree of confidentiality and discretion in regards to all matters and documents.
• Special Projects – Manage and execute special projects as assigned, ranging from research tasks to organizing special personal events.
• Communication Management – Handle correspondence on behalf of the executive couple, including emails, phone calls, and post. Draft, proofread and finalize documents and correspondence for internal and external communication.
• Meeting & Event Planning – Organize, coordinate and ensure logistics for meetings, conferences, and events. This includes venue booking, technology startup, material preparation, and coordination with internal and external stakeholders.

• Expense Reporting – Track and report expenses on behalf of the executives, ensuring accurate and timely reimbursement and budget tracking.

• Daily Briefings – Provide daily briefings to the executives about their schedules, ensuring they are well-prepared for all engagements.

• Other –
• Performs additional duties as assigned by executives.
• Must be able to travel at least 50% of the time with advanced notice.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Ability to function well in a high-paced and at times stressful environment.
• Able to type a minimum of 50 words per minute.
• Excellent time management skills with a proven ability to meet deadlines.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Excellent organizational and multitasking skills with attention to detail.
• Excellent verbal and written communication skills.
• A proactive approach with the ability to work independently and anticipate executive needs
• Provide varied, responsible and confidential secretarial and administrative support for CEO or department heads; interpret, apply and explain complex policies and procedures; use tact, discretion, initiative and independent judgment with established guidelines; research, compile and summarize a variety of informational materials; compose correspondence independently or from brief instructions; accurately record and maintain records; establish and maintain effective working relationships with CEO and executive team.
• Adaptability and flexibility to changing priorities
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Ability to handle confidential information with discretion

Education and Experience

• High school diploma required; Bachelor’s Degree in business administration, an Associate’s Degree or advanced clerical training is highly desirable but not required.
• At least five (5) years of related experience required.

Physical Requirements:

• Must be able to lift and/or move up to 25 pounds at times.
• While performing the duties of this job, the employee is frequently required to sit, talk, hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.