Executive Assistant to the Chair

Tomorrow River Ventures; Scottsdale (AZ); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Competitive salary

Paid time off

Gym membership or wellness stipend

Mileage reimbursement

Job summary

A Family Office is seeking a highly organized Executive Assistant to support their Managing Partner in Scottsdale, Arizona. This role requires excellent organizational and communication skills, managing both professional and personal tasks, including travel coordination and wellness support. The ideal candidate has 3-5 years of experience and a proactive mindset. Competitive salary and benefits offered.

Qualifications

• Minimum 3-5 years of service industry or executive or personal assistant experience.
• Valid driver's license with clean driving record.
• Ability to handle confidential information with absolute discretion.
• Flexibility to work extended hours when needed.

Responsibilities

• Manage complex calendar scheduling.
• Coordinate travel arrangements including booking flights and accommodations.
• Run personal errands and manage household vendor relationships.
• Facilitate fitness routines and coordinate wellness activities.

Skills

Organizational skills

Communication abilities

Discretion

Driving skills

Time management

Education

Bachelor's degree or equivalent professional experience

Tools

Microsoft Office Suite

Job description

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Tomorrow River Ventures a Family Office investing in the future of Healthcare, Real Estate and Business Services with roots in Arizona and Wisconsin is seeking a highly organized, proactive, and versatile Executive Assistant to provide comprehensive support to our Managing Partner.

This unique role combines traditional executive assistant duties with personal support services including fitness coordination, driving, and travel management. The ideal candidate will be a self-starter with excellent interpersonal skills, discretion, and the ability to manage multiple priorities seamlessly.

Executive Support

• Manage complex calendar scheduling, including business meetings, appointments, and personal commitments
• Coordinate and prepare materials for meetings, presentations, and conferences
• Handle correspondence, emails, and phone calls with professionalism and discretion
• Prepare reports, presentations, and documentation as needed
• Maintain organized filing systems (digital and physical)
• Process expenses, invoices, and manage administrative tasks

Personal Assistance

• Run personal errands including shopping, dry cleaning, and household coordination
• Manage household vendor relationships and service appointments
• Handle gift purchases and personal correspondence
• Assist with event planning for both professional and personal occasions

Personal Training & Wellness Coordination

• Plan and facilitate fitness routines and training schedules
• Coordinate with personal trainers, nutritionists, and wellness professionals
• Schedule and manage gym sessions, fitness classes, and wellness appointments
• Track fitness goals and maintain wellness calendars
• Research and recommend health and wellness services
• Prepare healthy meal plans or coordinate with meal prep services (as needed)

Driving & Transportation

• Provide reliable transportation for business meetings, appointments, and personal errands
• Maintain vehicle cleanliness and coordinate regular maintenance
• Plan optimal routes considering traffic and time constraints
• Ensure safe and punctual transportation at all times
• Coordinate with other transportation services when necessary
• Assist with airport pickups and drop-offs

Travel Management

• Research, plan, and book complex domestic and international travel arrangements
• Coordinate flights, accommodations, ground transportation, and dining reservations
• Prepare detailed itineraries with all relevant information and backup plans
• Handle travel documentation including visas, passports, and travel insurance
• Manage changes to travel plans and resolve issues in real-time
• Arrange business and personal activities at travel destinations
• Track loyalty programs and maximize travel benefits
• Coordinate packing lists and travel preparations

Required Qualifications

• Bachelor's degree or equivalent professional experience
• Minimum 3-5 years of service industry or executive or personal assistant experience
• Valid driver's license with clean driving record
• Excellent driving skills and familiarity with navigation systems
• Professional appearance and demeanor
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to handle confidential information with absolute discretion
• Flexibility to work extended hours when needed, including occasional evenings and weekends
• Physical ability to lift up to 25 pounds and remain active throughout the day

Preferred Qualifications

• Experience in travel coordination and itinerary planning
• Knowledge of fitness, nutrition, and wellness principles
• Certification in personal training or wellness coaching (desirable but not required)
• Experience with calendar management tools (Google Calendar, Calendly, etc.)
• Familiarity with expense management software
• Second language skills

Personal Attributes

• Proactive and anticipatory mindset
• High emotional intelligence and interpersonal sensitivity
• Calm under pressure with excellent problem-solving skills
• Adaptable and resourceful
• Detail-oriented with strong follow-through
• Tech-savvy and quick to learn new systems
• Health-conscious and energetic
• Professional boundaries with warm personality
• Commitment to excellence and continuous improvement

Work Environment

• This is a full-time position with a flexible schedule based on executive needs
• Requires early mornings (6AM local time)
• May require late evenings, or weekends
• Combination of office work, driving, and accompanying executive to various locations
• Some travel may be required (domestic and potentially international)
• Fast-paced, dynamic environment requiring adaptability

Compensation & Benefits

• Competitive salary commensurate with experience
• Paid time off and holidays
• Professional development opportunities
• Gym membership or wellness stipend
• Mileage reimbursement or vehicle allowance
• Performance bonuses