Executive & Personal Assistant

B.O.S.S. Retirement Solutions; Lehi (UT); In loco; USD 65.000 - 90.000; Tempo pieno

Descrizione del lavoro

B.O.S.S. Retirement Solutions seeks an highly organized Executive & Personal Assistant to support the founders with both professional and personal tasks in a fast-paced financial advisory setting. The role requires proactive calendar management, travel planning, and discreet handling of confidential matters.

You will coordinate meetings, prepare materials, manage correspondence, and ensure seamless communication with clients and partners while maintaining excellent organizational standards.

Competenze

• Bachelor’s degree preferred.
• 3+ years of experience as an Executive Assistant, Personal Assistant, or similar role.
• Exceptional organizational, multitasking, and time-management skills.
• Excellent verbal and written communication skills.
• Strong proficiency with Microsoft Office Suite, Google Workspace, and other office management systems.
• Strong attention to detail and follow-through.

Mansioni

• Manage calendars, schedules, appointments, and commitments for the founders.
• Coordinate meetings and engagements to keep schedules organized and efficient.
• Serve as primary point of contact between founders and internal/external contacts with professional communication.
• Prepare meetings by organizing agendas, materials, and information.
• Take meeting notes and track follow-up items and deadlines.
• Draft, proofread, and manage correspondence, reports, and presentations.
• Maintain organized physical and digital filing systems.
• Handle confidential information with discretion.
• Coordinate personal appointments and travel planning.
• Coordinate travel logistics for business and personal needs.
• Assist with special projects, research, and data gathering.
• Track progress of initiatives and deadlines.
• Identify opportunities to improve organization and efficiency.

Conoscenze

Organizational skills

Multitasking

Time management

Verbal & written communication

Discretion

Proactive problem solving

Formazione

Bachelor’s degree in Business Administration or related field

Strumenti

Microsoft Office Suite

Google Workspace

Descrizione del lavoro

We are seeking a highly organized, proactive, discreet, and detail-oriented Executive & Personal Assistant to provide comprehensive support to the founders of a high-growth and renowned financial advisor firm.

The ideal candidate will be a trusted partner who can effectively manage both professional and personal responsibilities, anticipate needs, solve problems, and keep priorities moving forward. This individual will demonstrate exceptional communication, time-management, organizational, and prioritization skills and will be comfortable working in a fast-paced environment where priorities may change quickly.

The Executive & Personal Assistant will manage daily administrative functions, coordinate business and personal schedules, assist with strategic and special projects, coordinate travel and events, and serve as a trusted point of contact for both internal and external communications.

Key Responsibilities

Executive Support

• Manage calendars, schedules, appointments, and commitments for the founders.
• Coordinate meetings, appointments, and other engagements to ensure schedules are organized and efficient.
• Serve as a primary point of contact between the founders and internal/external contacts, ensuring timely and professional communication.
• Prepare for meetings by organizing agendas, materials, documents, and necessary information.
• Take meeting notes and track follow-up items and deadlines.
• Draft, proofread, and manage correspondence, reports, presentations, and other documents.
• Maintain organized physical and digital filing systems.
• Handle confidential business and personal information with the highest level of discretion.

Personal Support

• Manage and coordinate personal appointments, commitments, and schedules.
• Assist with personal travel planning, reservations, itineraries, and related arrangements.
• Coordinate personal errands, deliveries, purchases, and other tasks as needed.
• Assist with gift selection, purchasing, wrapping, shipping, and special occasions.
• Research and coordinate personal services, vendors, reservations, and other needs.
• Assist with planning and coordinating personal and family events.
• Help manage personal correspondence, invitations, and other time-sensitive items.
• Track and organize personal information, documents, and expenses when requested.
• Anticipate the founders' needs and proactively take care of details before they become issues.
• Provide occasional support outside of normal business hours when necessary for time-sensitive or important personal or business matters.

Travel & Event Coordination

• Arrange business and personal travel logistics, including flights, accommodations, transportation, reservations, and itineraries.
• Coordinate schedules and logistics for conferences, business events, and personal events.
• Ensure the founders have the necessary information, materials, reservations, and arrangements for upcoming travel and commitments.

Project & Administrative Support

• Assist with special projects, research, data gathering, and strategic initiatives.
• Track the progress of ongoing initiatives, deadlines, and follow-up items.
• Coordinate projects involving multiple individuals and ensure tasks remain on schedule.
• Identify opportunities to improve organization, efficiency, and communication.
• Take ownership of assigned projects from beginning to completion.

Communication & Relationship Management

• Communicate professionally and effectively with employees, clients, vendors, business partners, and personal contacts on behalf of the founders.
• Maintain a high level of professionalism and discretion when representing the founders.
• Build positive relationships with individuals who regularly interact with the founders.
• Use sound judgment when determining what requires immediate attention and what can be handled independently.

Qualifications

• Bachelor’s degree in Business Administration or a related field preferred.
• 3+ years of experience as an Executive Assistant, Personal Assistant, or similar role.
• Exceptional organizational, multitasking, and time-management skills.
• Excellent verbal and written communication skills.
• Strong proficiency with Microsoft Office Suite, Google Workspace, and other office management systems.
• Strong attention to detail and follow-through.
• Ability to anticipate needs and take initiative without requiring constant direction.
• Strong problem-solving skills and sound judgment.
• Ability to handle confidential business and personal information with a high degree of discretion.
• Comfortable managing frequently changing priorities in a fast-paced environment.
• Ability to work independently while also collaborating effectively with others.
• Professional, polished, dependable, and service-oriented demeanor.

Working Conditions

• Full-time position, typically Monday through Friday, 8:30 a.m. to 5:30 p.m.
• Flexibility may occasionally be required based on the founders' business and personal schedules.
• Some evening or weekend availability may occasionally be necessary for special events, travel, or time-sensitive matters.
• The role requires a high level of trust, discretion, responsiveness, and flexibility.