Family Office Administrator

Description

Position Overview:

Unlimited Labor Solutions/Mason Family Office is seeking a dedicated and highly organized Office Administrator to support the CEO who oversees multiple business entities as well as support the Unlimited Labor Solutions office administration. This role is pivotal in ensuring the seamless operation of CEO's schedule, overseeing special projects, maintaining his overall efficiency and organization, and providing assistance with presentation and support for the Brand Ambassador program.

 

Key Responsibilities:

Calendar Management:

• Manage the CEO's schedule, ensuring that all appointments, meetings, and obligations are well-organized. Prioritize and schedule meetings, both internal and external, to optimize the CEO's time.

 

Special Projects:

• Assist in the planning and execution of special projects as assigned by the CEO.
• Research, analyze, and provide reports or recommendations for key initiatives.
• Personal errands related to business activities and events for the CEO.

 

Stakeholder Communication:

• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Manage all incoming communications, including emails, phone calls, and requests.

 

Presentation and Deck Development:

• Collaborate with the CEO to create compelling and professional presentations and decks.
• Assist in the design, layout, and content creation for presentations, ensuring they are well-structured and visually appealing.

 

Writing Skills and Communication:

• Demonstrate strong written and verbal communication skills, with an ability to convey complex ideas clearly and concisely.
• Proofread and edit documents to maintain a high standard of communication.

 

Brand Ambassador Program: 

• Support the CEO in the management of the Brand Ambassador program.
• Assist in identifying potential ambassadors and coordinating their activities.

 

Travel Coordination:

• Arrange and coordinate travel arrangements, itineraries, and accommodations for the CEO.
• Ensure that all travel logistics are organized efficiently and within budget.

 

Document Management:

• Maintain and organize critical documents, files, and records.
• Assist in the preparation and distribution of presentations, reports, and other materials.

 

Event Planning:

• Help plan and execute corporate events, conferences, and meetings.
• Coordinate logistics, including venue selection, catering, and transportation.

 

Expense Management:

• Track and manage the CEO's expenses, ensuring they are submitted and reconciled in a timely manner.

 

ULS Office Management:

• Oversee office and equipment orders
• Assist with onboarding of new hires
• Act as liaison with IT helpdesk 
• Act as liaison with Facilities
• Manage office organization and cleanliness

Requirement

Qualifications:

• Proven experience as an executive assistant, personal assistant, or office administrator.
• Exceptional organizational and time management skills.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office and presentation software (e.g., PowerPoint).
• High level of discretion and confidentiality.
• Ability to multitask and work effectively in a fast-paced environment.
• Strong problem-solving skills and attention to detail.

 

Education and Experience:

• Bachelor's degree preferred.
• Previous experience supporting C-level executives is preferred.

 

The Successful Candidate:

The type of person who would be successful in this role exhibits the following qualities:

• A positive attitude, bringing a can-do spirit to every task.
• Creativity and a solution-minded approach to challenges.
• Takes ownership of their work product, ensuring the highest quality.
• Always willing to support at the highest level, going above and beyond to achieve team goals.