JOB DESCRIPTION
Summary/Objective
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.
Key Responsibilities
Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.
Executive & Family Support
- 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
Communication Management
- Oversee and manage executive email communications, including drafting, prioritizing, and responding as appropriate
- Act as a gatekeeper to ensure efficient and effective communication flow
Travel Coordination
- Plan and manage all executive travel arrangements, including flights, accommodations, transportation, and itineraries
- Anticipate travel needs and proactively resolve issues
Board & Meeting Support
- 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
Operational & Administrative Support
- 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
Specialized & Personal Asset Management
- 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)
Required Education, Experience & Qualifications
- 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
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.
Travel Expectations
Local travel only.
Work Schedule
This position is scheduled to work M-F 8:00am – 5:00pm at the 23889 W 40th Street, Shawnee Ks 66226 location.
Additional Expectations
- Availability outside of standard business hours as needed to support executive and family priorities
- Willingness to take on a wide range of responsibilities in a hands-on, team-oriented environment
- Handle other duties as required
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.