We are a family office and hospitality business based in the beautiful Willamette Valley. We are seeking someone who's adaptable and has good problem-solving skills. In this role, you would provide administrative and operational support primarily to the family office leader, handling tasks like managing appointments, assisting with communication/follow up including correspondence and email management. You would also assist others in the smooth running of family and business affairs and in administrative matters, the family's philanthropic activities, community engagement, as well as commercial ventures.
The ideal candidate for this role will be confident and assertive, yet humble. They can keep confidentiality and be open. They can easily shift between tasks and projects and has strong executive functioning skills.
Responsibilities
Supporting founder with organization of calendar, emails, meeting preparation, and other family office needs.
Organizing meetings, including scheduling, sending reminders, documenting follow up and action items, and organizing lunches or other food options when necessary.
Administrative duties - includes a wide range across the organization (expense reporting, filing records, signatures, answering calls, email responses, calendar, schedule tracking, facility requests, schedule visitors, mail collection and distribution).
Compliance regulations - keep records organized, research processes and compliance requirements.
Personal Assistant Related Duties -Either perform or coordinate the completion of duties relating to personal homes, and other personal property, mail handling, other related errands.
Meetings and events -Setting up spaces, technology, furniture, food, and beverages, etc.
Hospitality - making travel arrangements, reserving campus spaces, arranging meals, and supporting the Hospitality Team as needed.
Qualifications
Bachelor's degree preferred
1+ years experience supporting C-level executives or family office leaders
Time management and ability to meet deadlines
Proficient in technology, resourceful and adaptable to learning current and new systems and solutions.
Strong verbal and written communication skills
Comfortable with routinely shifting priorities
Good time management, prioritization, and multitasking abilities
High degree of attention to detail
Excellent interpersonal skills to build strong relationships with colleagues
Proficiency in MS Office; specifically, Word and Excel.
Proficiency with Mac and Apple products.
Smartsheet or similar project management software knowledge preferred.
Reliable transportation and a clean driving record.
Benefits: Benefits include health, vision, dental, life insurance, 401(k), Paid Time Off
Work Location and Hours: This position is based in Carlton, OR and we ask that the person live within 40 minutes of Yamhill County. Frequent travel to nearby cities is required, sometimes using employee's personal vehicle (mileage reimbursed at standard rate). Hours are often typical business hours/days and also with requirements for evening or weekend availability.
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