Job Summary:
Bellinger Family, Ltd, based out of San Antonio, is seeking an experienced Executive Admin to provide administrative and personal support to the multi-business family office and Principal Stakeholders. This position is an excellent opportunity for a hard-working individual who is high energy, a quick learner, detail-oriented, and tactful. This role is split between providing business support in a variety of business ventures and providing private support to the Principal Stakeholders.
Essential Responsibilities:
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate a high level of customer/client service
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Provide administrative support to the family office operations
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Prepare sophisticate agendas, documentation and minutes/records of meetings as required
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Carry out extensive and ever-changing calendar management
- Arrange travel including flights, ground transportation, lodging, dining and other activities
- Manage a dynamic list of areas of focus on behalf of the Stakeholders and follow up on action points from calls and meetings
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Serve as a liaison with third parties such as law firms, banks, accountants, investment firms, tech support, etc. on behalf of the Stakeholders as needed
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Run ad hoc errands and special errands, as assigned
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Show strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with an excellent attention to detail
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Arrange, plan and direct programs, events, or conferences to include securing facilities and catering as well as issuing information or invitations, coordinating speakers and guests, and overseeing event budget
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Screen incoming calls and correspondence, responding independently when needed
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Complete expense reports on behalf of Stakeholders as needed
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Order and maintain supplies
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Act as custodian of corporate confidential documents and records, maintaining an up-to-date filing system
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Maximize office productivity through proficient use of appropriate software applications
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Provide assistance to various business endeavors, including but not limited to marketing, sales, and vendor selection
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May be requested to work overtime and weekends, and be reachable by phone and/or email after hours; Travel may be required at the discretion of management
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Other duties may be assigned
General Requirements:
- Bachelor's degree preferred
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5+ years of professional experience supporting C-level executives
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Excellent customer service
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Experience with managing travel arrangements
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Outstanding verbal and written communication skills; fluency in communicating in the Spanish language preferred
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Outstanding organization, time-management, decision making, and problem-solving skills
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Ability to handle tight deadlines and last-minute requests and produce quality results
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Excellent calendar-management skills
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Expert proficiency with Microsoft Office Suite and Adobe
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High degree of integrity and the ability to recognize the requirements of confidentiality
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Demonstrated initiative and ability to work in a fast paced, constantly changing environment
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Flexible and willing to perform other tasks as assigned
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License notary is preferred
Benefits:
- 401(k)
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Discretionary 401(k) matching
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Medical, Dental, and Vision Insurance
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PTO (Accrual begins on day 1)
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Employer paid Life Insurance, STD, and LTD
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Discretionary Bonus