Family Office Executive Assistant

Stella Maris Family Office•Shawnee, KS

19h•Onsite

About The Position

The Executive Assistant provides high-level administrative and operational support to the Owner and the family office’s CEO. This role requires exceptional organizational skills, discretion, and the ability to manage both business and personal responsibilities with professionalism and efficiency. The Executive Assistant will serve as a central point of coordination across executive schedules, communications, travel, and family logistics, while also supporting board-related activities and internal systems. The ideal candidate thrives in a fast-paced, high-expectation environment and demonstrates a concierge-level approach to service. This individual will operate with a high degree of autonomy, anticipating needs, and removing obstacles.

Requirements

5+ years of experience supporting multiple senior executives, preferably within a family office or small business environment
Proven ability to manage both professional and personal executive support responsibilities
Exceptional organizational, time management, and problem-solving skills
High level of discretion and ability to handle confidential information
Strong written and verbal communication skills
Proficiency in Microsoft Office Suite and calendar management systems
Handles sensitive information with the highest level of confidentiality
Anticipates needs and addresses issues before they arise
Thrives in a fast-paced, evolving environment
Ensures accuracy across all responsibilities
Builds strong, professional relationships across stakeholders
Must be able to pass a pre-employment drug screening and background screening with favorable results

Nice To Haves

Experience with Entrepreneurial Operating System (EOS)

Responsibilities

Manage complex calendars for the Owner and key executive(s), including scheduling, prioritization, and conflict resolution
Coordinate and maintain the Owner’s family calendar, including activities and logistics involving spouse and children
Serve as a liaison for both business and select personal matters with a high level of discretion
Oversee and manage executive email communications, including drafting, prioritizing, and responding as appropriate
Act as a gatekeeper to ensure efficient and effective communication flow
Plan and manage all executive travel arrangements, including flights, accommodations, transportation, and itineraries
Anticipate travel needs and proactively resolve issues
Serve as liaison for board-related communications, materials, and scheduling
Coordinate meeting logistics, including agendas, materials, and follow-ups
Manage meeting room scheduling and hospitality arrangements
Prepare, review, and submit expense reports to the Vice President
Serve as EOS (Entrepreneurial Operating System) correspondent, supporting meeting cadence, documentation, and accountability tracking
Maintain organization of key documents, records, and systems
Oversee administrative coordination for Owner’s family related insurance, vehicle registrations, tags, and licensing
Serve as point of contact for Owner’s family-related urgent matters, including after-hours availability as needed
Assist with needs on-site at Owner’s family properties (some local driving is required)