The Thoma Family office is seeking an experienced Executive Assistant to provide administrative support to the family office and personal support to the principals. This position is an excellent opportunity for a hard-working individual who is high energy, a quick learner, detail-oriented, empathetic and tactful. This role will be joining an administrative team that supports the principals and family in a variety of businesses across multiple states.

This role requires an individual who is resourceful and can take initiative in the absence of specific direction; must have a positive and pleasant attitude with a general willingness and desire to help others. The ability to work independently, anticipate needs, and prioritize workload are required. In addition, strong organization skills, written and verbal communications skills are a must. The capability to maintain the highest level of professionalism and confidentiality are crucial to this role.

This position will work full-time out of the family office in the Uptown neighborhood.

• Oversee the family office in an office manager role - process mail, order supplies, manage vendors.
• Consolidate, streamline, coordinate and manage several calendars (personal and professional) by communicating with several parties and utilizing judgment in the allocation of time between meetings and meeting logistics.
• Plan and arrange personal and professional international and domestic travel, including, but not limited to preparing trip logistics, agendas, meeting materials, and detailed itineraries.
• Coordinate and schedule key appointments, meetings, and events with internal and external stakeholders.
• Assist in drafting and/or editing important documents and presentation materials.
• Serve as a liaison across teams and work with departments across the principal’s various businesses.
• Coordinate with a variety of personal contacts such as: accountants, admins, home managers.
• Assist with the organization of longer-term projects, including preparation of project management-related materials.
• Property oversight to include vendor management, scheduling appointments, stocking supplies, etc.
• Run ad hoc errands and special errands, as assigned.
• Handle confidential and non-routine information, applying extreme confidentiality and sensitivity in the dissemination of this information.
• Process personal expenses; track down receipts and code credit card statements
• Bachelor’s degree required.
• 8+ years of professional experience at the executive or personal assistant level in a corporate setting.
• Ability to juggle multiple tasks with superb accuracy.
• Anticipate future needs and prepare accordingly.
• Excellent calendar management skills and knowledge of today’s most efficient scheduling applications. Household management experience a plus.
• Openness to a wide variety of tasks on the administrative spectrum (pitching in to accomplish any task dealt).
• Prior experience supporting C-level executives.
• Expert proficiency with Apple products, PC, Microsoft Office Suite and Adobe Creative Suite
• Solid business acumen; experience interpreting and applying various policies to the Partners’ personal interests.
• Outstanding verbal and written communications skills; Spanish language proficiency a plus
• Demonstrated initiative and ability to work in a fast paced, constantly changing environment.
• High degree of integrity and the ability to recognize the requirements of confidentiality.
• Ability to build and maintain outstanding relationships.
• Outstanding organization, decision making, and problem-solving skills.
• Ability to handle tight deadlines and last-minute requests.
• Demonstrated team player and independent thinker.
• Spanish fluency a plus.
• Licensed notary a plus

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Executive Assistant: 8 years (Required)
• Microsoft Office: 5 years (Preferred)

License/Certification:

• Certified Notary Public (Preferred)

Work Location: One location

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