Family Office Executive Assistant

Stella Maris Family Office; Shawnee (KS); On-site; USD 70,000 - 95,000; Full time

Job summary

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, on-site in Shawnee, KS. This role requires discretion, sound judgment, and the ability to anticipate needs in a fast-paced, confidential environment.

You will manage email and calendars, coordinate travel, organize communications, and serve as a trusted partner to senior leadership.

Qualifications

• Minimum of ten years of experience supporting C-Suite executives.
• Excellent written and verbal communication skills, with professional interaction.
• Strong organizational, time management, and follow-through skills.
• Proficiency with Microsoft Office and related business tools.
• Professionalism, confidentiality, discretion, and sound judgment.
• Flexibility outside normal hours to meet responsibilities.
• Comfortable in a faith-based environment.
• Ability to build cross-functional relationships across departments.
• Knowledge of Culture Index and EOS is a plus.

Responsibilities

• Provide high-level administrative support to the Principal and CEO.
• Manage email, calendars, meetings, schedules, expense reports, and follow-up on action items.
• Coordinate executive travel, logistics, and related administrative details.
• Organize and prioritize communications, including correspondence and time-sensitive information.
• Serve as a communication bridge among leadership, ensuring alignment.
• Build strong working relationships with executives, team members, and external partners.
• Handle confidential matters with professionalism, discretion, and sound judgment.
• Proactively identify priorities, resolve issues, and support the executive team.
• Collaborate with family members to support household and family priorities.
• Provide support to the Project Manager during emergencies, as needed.
• Additional duties as may be requested during interview process.

Skills

Communication

Organizational skills

Time management

Discretion

Confidentiality

MS Office

Cross-functional collaboration

Flexibility

Faith-based environment familiarity

Executive support

Tools

Microsoft Office

Job description

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 judgment.
• 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 judgment.
• 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.

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.