Executive Assistant - Shareholder Services

ICBD•Fort Lauderdale, FL

1d•Onsite

About The Position

At ICBD, every number tells a story — of innovation, growth, and impact. The Executive Assistant will join a high-performing team, supporting the day-to-day operations of the Family Office in a fast-paced, dynamic environment. This role requires a proactive attitude, adaptability, strong work ethic, and a commitment to excellence. It offers a unique opportunity to make a meaningful impact alongside a driven, world-class team dedicated to transformative work.

Requirements

Minimum of a Bachelor’s Degree
10+ years of experience supporting C-Suite executives and/or Family Office principals.
Demonstrated ability to manage sensitive and confidential matters with discretion.
Willingness to work long hours, including evenings, weekends, and holidays, with flexibility for changing priorities.
Advanced proficiency in Microsoft Office Suite, iPhone technology, and digital productivity platforms.
Ability to maintain clean background/drug screenings and driving record; must sign confidentiality agreement.
Strong organizational, prioritization, and problem-solving skills with ability to handle high-stress situations.
Professional presence, excellent communication skills, and ability to collaborate with other assistants.

Nice To Haves

Familiarity with project management and collaboration tools such as Asana, The Nines, and similar systems preferred.

Responsibilities

Maintain and update the family office calendar, including stakeholder meetings, logistics, and personal appointments.
Create accurate meeting invitations with full details (attendees, links, addresses, agendas, prep materials).
Anticipate and coordinate meeting preparation, ensuring technology and materials are in place.
Direct stakeholders to meeting rooms, ensure attendance, and manage refreshments.
Coordinate complex travel arrangements for business and personal trips (flights, hotels, meals, transportation).
Prepare and distribute robust itinerary documents for all travelers.
Support packing/unpacking and logistics for travel readiness.
Manage incoming mail, gifts, and correspondence on behalf of leadership.
Maintain accurate and detailed contact databases and records.
Work within digital filing systems (SharePoint, OneDrive, Dropbox) to maintain organized documentation and records.
Support the development and upkeep of office procedures, manuals, and operational resources.
Assist with special projects and additional administrative initiatives as assigned.
Consistently represent leadership and the organization with professionalism, discretion, and kindness.
Ensure daily operational and logistical needs are supported efficiently throughout the day.
Maintain strict confidentiality and handle sensitive information with the utmost care and professionalism.

Benefits

21 paid days off (15 PTO days increasing with tenure, plus 6 paid holidays)
Flexible Spending Account (FSA) and Health Savings Account (HSA) options
Medical, dental, vision, long-term disability, life insurance, AD&D insurance, and GAP Plan (TransAmerica)
Generous 401(k) with up to 6% employer match
100% employer-paid maternity/paternity leave for up to 5 weeks
Tuition reimbursement up to $2,500 per semester
EAP (unlimited counseling 24/7)
BeyondMed (discounts on wellness and elective healthcare services)
PerkSpot (discounts on top brands)
Pet Insurance (Nationwide)
On the GoGa wellbeing hub