Executive Assistant

The Kincaid Group; Shawnee (KS); On-site; USD 60,000 - 75,000; Full time

Job summary

Stella Maris Family Office seeks an Executive Assistant to provide high-level administrative support to the Principal and CEO in Shawnee, KS. The role requires discretion, initiative, and the ability to manage sensitive information while aligning leadership priorities.

The position is full-time, on-site, with travel as needed and a strong emphasis on confidentiality and cross-functional collaboration. Bachelor's degree is required, with ten years supporting C-suite executives.

Qualifications

• Ten years of experience supporting C-Suite executives.
• Excellent written and verbal communication with executives, teams, and external partners.
• Strong organizational and time management skills in a fast-paced environment.
• Professionality, confidentiality, discretion, and sound judgement.
• Willingness to be available outside standard hours as needed.

Responsibilities

• Provide high-level administrative support to the Principal and CEO.
• Manage email, calendars, meetings, travel, and expense reports.
• Coordinate executive travel and related logistics.
• Organize communications and time-sensitive information for leadership.
• Serve as a bridge among leadership for clear information flow.

Skills

Executive support

C-Suite interaction

Discretion

Communication (written & verbal)

Time management

Organization

Cross-functional collaboration

Relationship management

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

Job Details

Level: Experienced

Job Location: Family Office - Shawnee, KS - Shawnee, KS 66226-2284

Position Type: Full Time

Education Level: Bachelor's Degree

Salary Range: $60,000.00 - $75,000.00

Salary Travel Percentage: Up to 25%

Job Shift: Varies

Job Category: Administrative - Clerical

Due to our extended growth the Stella Maris Family Office is seeking a full-time Executive Assistant to provide high-level administrative and operational support to the Principal and CEO.

This on-site, full-time role, based in Shawnee, requires an experienced professional who can thrive in a fast-paced, highly confidential environment while serving as a trusted partner to senior leadership.

Do you take pride in doing it right the first time, every time?

Do you get satisfaction from taking limited direction from highly visionary leadership and solving problems throughout the entire process?

Do you dislike boring, tedious tasks that are not clearly aligned with the organization's goals?

If so, we have a long-term career for you.

At Stella Maris Family Office, we invest in businesses for the long run, guided by a commitment to family, faith, and community well-being.

Summary/Objective

The Executive Assistant will serve as a key point of contact for the Principal and CEO, helping manage communication, scheduling, travel, follow-up, and daily priorities. This role requires sound judgment, discretion, initiative, and the ability to anticipate needs, resolve issues, and maintain alignment across the leadership team.

Key Responsibilities

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

• Provide high-level administrative support to the Principal and CEO.
• Manage email, calendars, meetings, schedules, expense reports, and follow-up on action items to ensure priorities are handled efficiently.
• Coordinate executive travel, logistics, and related administrative details.
• Organize and prioritize communications, including correspondence, meeting requests, and time-sensitive information.
• Serve as a communication bridge among leadership, supporting clear information flow and organizational alignment.
• Build strong working relationships with executives, team members, and external partners.
• Handle confidential matters with professionalism, discretion, and sound judgement.
• Proactively identify priorities, resolve issues, and support the executive team in managing day-to-day responsibilities.
• Collaborate with other family members as needed to support household and family priorities.
• Provide support to the Project Manager during emergency situations, as needed.
• Additional details will be provided during the interview process.

Required Education, Experience & Qualifications

• Minimum of ten years of experience supporting C-Suite executives.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, team members, and external partners.
• Strong organizational, time management, and follow-through skills, with the ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office and related business tools.
• High degree of professionalism, confidentiality, discretion, and sound judgement.
• Expected to maintain flexibility and availability outside of normal business hours, including additional or irregular hours, as needed to meet job responsibilities and respond to time-sensitive needs.
• Comfortable working in a faith-based environment.
• Ability to build cross-functional relationships with executives and leaders across departments.
• Knowledge of Culture Index and EOS is a plus.

Core Competencies

• Discretion & Trustworthiness – Handles sensitive information with the highest level of confidentiality
• Proactive Mindset – Anticipates needs and addresses issues before they arise
• Adaptability – Thrives in a fast-paced, evolving environment
• Attention to Detail – Ensures accuracy across all responsibilities
• Relationship Management – Builds strong, professional relationships across stakeholders

Supervisory Responsibilities

There are no supervisory responsibilities in this role.

Travel Expectations

Local travel only.

Work Schedule

This position is scheduled to work Monday through Friday, 8:00 a.m. to 5:00 p.m., and is based at our office located at 23889 W. 40th Street, Shawnee, KS 66226.

Additional Expectations

• Availability outside of standard business hours as needed to support executive priorities
• Willingness to take on a wide range of responsibilities in a hands-on, team-oriented environment
• Handle other duties as may be requested from time to time by Principal and/or CEO

Work Environment & Physical Demands

This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, and copy machines. Must be able to bend, stoop, reach, and lift up to 25 lbs. While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This may require the ability to lift files, open filing cabinets, and bend or stand as necessary.

Disclaimer

Compensation is commensurate with experience and relevant qualifications. Applicants must be able to pass a pre-employment drug screening and background screening with favorable results to be considered for employment. Stella Maris Family Office provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status.