Executive Assistant bei None

The ideal candidate is forward-thinking, solutions-oriented, and capable of anticipating needs, solving problems quickly, and making sound, independent decisions. Your ability to streamline operations and manage complex logistics will enable the Executive to focus on high-impact, strategic priorities. 5+ years related experience as an Executive Assistant or Chief of Staff supporting a senior executive, entrepreneur, or business owner; or equivalent combination of education and experience.

This role encompasses a wide range of professional, personal, and operational responsibilities that require exceptional organization, discretion, and adaptability. Key areas of focus include:

• Professional Duties
  • Manage and optimize complex calendars, schedules, and priorities to ensure the Executive is well-prepared and operating efficiently.
  • Oversee email and communication management, acting on behalf of the Executive with clarity, discretion, and sound judgment on what requires their direct attention.
  • Prepare, review, and organize documents, presentations, and reports for meetings, speaking engagements, and business initiatives.
  • Coordinate and communicate effectively with internal departments including Investor Relations, Marketing, and Operations to streamline workflows and follow through on key priorities.
  • Serve as a trusted liaison between the Executive and internal/external stakeholders, maintaining timely, professional, and confidential communication.
  • Support the planning and execution of events, including logistics for speaking engagements and other business-related functions, ensuring exceptional attention to detail and proactive preparation.
  • Accompany the Executive to key events, ensuring optimal preparation, minimizing distractions, and managing on-the-ground logistics.
  • Track, manage, and follow through on cross-functional projects spanning multiple business ventures.
  • Lead all travel coordination (private and commercial), including booking flights, accommodations, ground transportation, and managing last-minute changes as needed.
  • Stay current on organizational developments, business initiatives, and key relationships to provide informed support.
  • Reconcile expenses, track receipts, and gather financial documentation to assist with budgeting and reporting.
  • Perform miscellaneous administrative tasks, including running errands, managing mailings, and coordinating lunch orders.

Personal & Lifestyle Management

• Handle personal calendar management, appointments, and reservations for the Executive and family.
• • Manage household and lifestyle vendors (e.g., home maintenance, vehicle services, club memberships) with reliability and discretion.
  • Coordinate personal and family travel logistics, including itineraries and accommodations.
  • Oversee and manage personal financial tasks, ensuring accuracy and confidentiality.
  • Plan and coordinate personal events, celebrations, and engagements.
  • Support personal projects, including real estate management and private investments.

   

  Operational & Strategic Support

  • Anticipate needs and proactively address challenges before escalating.
  • Ensure timely execution and delivery of critical and time-sensitive documents.
  • Maintain organized and accessible digital and physical systems for files, contacts, vendors, and memberships.
  • Collaborate with business teams to monitor project timelines, ensure deliverables are met, and provide executive-level follow-through.
  • Offer scheduling flexibility and responsiveness to urgent or high-priority matters, including availability during evenings and occasional weekends.

     All other duties assigned.

  
  

  Other skills and Qualifications

• Microsoft Office Suite, Google Workspace, and project management/CRM tools

• Financial and operational acumen with strong attention to detail

• Proven ability to work independently, anticipate needs, and make sound decisions

• Strong organizational and prioritization skills; thrives in a fast-paced and ever-changing environment

• Excellent written and verbal communication

• High level of professionalism, discretion, and confidentiality

• This position is based in our Scottsdale office and requires occasional local travel, with the possibility of periodic domestic travel