FJM Executive Assistant

Executive Assistant Position Summary

The Executive Assistant to the President plays a critical role in enabling the productivity, efficiency, and strategic focus of the executive leadership team by providing high-level administrative support, project coordination, and operational assistance. Reporting directly to the Chief of Staff, this position requires exceptional organizational skills, attention to detail, confidentiality, and the ability to manage complex schedules, tasks, and priorities across a dynamic and multifaceted role.

Key Responsibilities

Administrative Support

- Calendar and Schedule Management: Coordinate and manage the President's calendar, ensuring efficient time management and prioritization of meetings, travel, and deadlines.

- Communication Liaison: Serve as the primary point of contact for the executives, screening and responding to emails, calls, and correspondence as needed.

- Meeting Coordination: Plan and prepare materials for internal and external meetings, including board meetings, shareholder updates, and team reviews. Take notes and follow up on action items to ensure accountability.

- Travel Arrangements: Organize complex travel itineraries, including flights, accommodations, and ground transportation, ensuring seamless travel experiences.

Operational Support

- Project Management: Assist in managing key initiatives across accounting, treasury, legal, real estate, shared services, tax planning strategies, investment portfolios, philanthropic foundations, and new business ventures. Track progress and ensure deadlines are met.

- Document Management: Maintain and organize critical documents, including contracts, board materials, estate planning documents, and trust records. Ensure accessibility and accuracy.

- Reporting Assistance: Support the preparation of legal documents and presentations, and dashboards for internal and external stakeholders.

Productivity Optimization

- Workflow Management: Proactively identify inefficiencies and implement systems or tools to streamline workflows, including project management software or other productivity tools.

- Prioritization Support: Help manage executive workloads by prioritizing tasks and ensuring focus on high-impact activities.

- Information Synthesis: Research and summarize information for the executives to support decision-making and strategy development.

Special Projects

- Provide support for strategic planning, business development, philanthropy, and governance initiatives.

Team Collaboration

- Partner with the executives’ direct reports to ensure smooth communication and coordination across departments.

- Act as a resource for team members by facilitating communication and assisting with administrative needs.

- Provide hands-on support for day-to-day office needs, including placing catering orders, setting up and cleaning up lunches and meetings, supporting internal and external guest hospitality, and handling occasional errands or ad hoc operational tasks to ensure smooth office operations.

Qualifications

Education and Experience

- Bachelor’s degree preferred; equivalent professional experience considered.

- 5+ years of experience as an Executive Assistant or in a similar role supporting senior executives.

Skills and Competencies

- Organization and Time Management: Superior ability to manage multiple priorities, deadlines, and a dynamic workload.

- Attention to Detail: High level of accuracy in preparing and reviewing documents and materials.

- Confidentiality and Discretion: Ability to handle sensitive information with the utmost professionalism and confidentiality.

- Communication Skills: Strong verbal and written communication skills, including the ability to craft professional correspondence, presentations, and reports.

- Technology Proficiency: Advanced skills in Microsoft Office Suite, project management tools, and virtual collaboration platforms (e.g., Zoom, Teams).

- Problem-Solving: Proactive and resourceful approach to challenges and decision-making.

Preferred Attributes

- Experience in project management or executive productivity optimization.

- Professionalism and poise to represent the executive team in internal and external engagements.

Key Success Factors

- Seamless management of the President's administrative and operational needs, allowing focus on strategic priorities.

- Effective coordination of projects, ensuring deadlines are met and stakeholders are aligned.

- Proactive problem-solving to streamline workflows and enhance productivity.

- Strong partnership with the Chief of Staff, executives, and their teams to drive organizational goals forward.