Executive Assistant to CEO

Description

GFO Home is seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive support to our CEO. This pivotal role requires an individual with exceptional attention to detail, strong communication skills, and the ability to anticipate needs and manage complex logistics seamlessly.

The ideal candidate will be a trusted partner, enabling the CEO to maximize their effectiveness by expertly managing their professional and personal administrative needs.

Responsibilities

• Correspondence Management: Manage and prioritize all incoming and outgoing communications, including emails, physical mail, and other correspondence. Draft, proofread, and send professional communications on behalf of the      CEO/Owner as needed.
• Calendar & Schedule Management: Expertly manage and maintain a complex and dynamic calendar, scheduling meetings, appointments, and travel arrangements. Proactively identify and resolve scheduling conflicts.
• Document & Information Management: Organize and maintain highly confidential files, documents, and records, ensuring easy retrieval and strict confidentiality. Manage subscriptions, memberships, and renewals.
• Travel & Logistics Coordination (Ground & Air): Work closely with GFO Aviation staff and CEO’s personal assistant to ensure a seamless experience regarding his travel arrangement.
  • Serve as the primary liaison with GFO Aviation for all private jet travel.
  • Arrange ground transportation, including car services, rental cars, and chauffeurs, at domestic and international destinations.
• Meeting Preparation: Prepare agendas, presentations, and necessary materials for meetings. Attend meetings as requested, take minutes, and follow up on action items.
• Expense Reporting: Work closely with Family Office Controller to report business and personal related expenses expertly.
• Project Support: Provide administrative support for various projects as assigned by the CEO.

Requirements

• Proven Experience: Minimum of 10+ years of experience as an Executive Assistant supporting C-level executives, preferably in a fast-paced environment.
• Discretion & Confidentiality: Demonstrated ability to handle highly sensitive and confidential information with utmost discretion and integrity.
• Exceptional Organizational Skills: Superior organizational and time management skills, with the ability to multitask, prioritize effectively, and meet deadlines.
• Proactive & Resourceful: A self-starter who anticipates needs, identifies potential issues, and offers solutions without prompting.
• Strong Communication: Excellent verbal and written communication skills, with a professional and polished demeanor.
• Tech-Savvy: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfortable learning new software and technologies quickly.
• Flexibility: Ability to adapt to changing priorities and work occasional extended hours as needed.
• Aviation Experience (Preferred): Previous experience coordinating private aviation or working closely with flight departments is a significant plus.