OVERVIEW
To perform a broad range of administrative duties for the office of the Chairman of the Board, as required. This position requires independent judgment to plan, prioritize and organize a diversified workload and demands a high degree of professionalism and keen ability to maintain the utmost confidentiality. Must be extremely well organized and work with little supervision.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
The job functions include, but are not limited to, the following:
Key Responsibilities
Office Administration:
All office organization. Confirming appointments. Greeting visitors & vendors.
Answering phones and keeping a call sheet for the Founder & Chairman of the
Board, passing on other messages to the Founder’s Executive Assistant for
handling
Filing business related materials.
Correspondence – high volume of personal, business, political and other
correspondence.
This candidate must be able to take dictation, type and edit
Schedule and oversee vendors on other properties as well as Santa Barbara
properties. Assist Executive Assistant and the contractor with meeting vendors
and overseeing if needed on site.
Experience in purchasing, shipping and receiving helpful. Ordering office supplies
and keeping stocked Tracking outgoing and incoming packages.
Help revamp the business files after the Rare Book room is completed, and to
help Executive Assistant revamp the personal files
Research, project management, overseeing petty cash.
Knowledge of all office systems, telecommunications, iPhone etc. to trouble shoot as needed
Creating a manual for residences
Run errands as needed.
Typical hours are 9:00 am – 5:30 pm, with some weekends as necessary
Organizing and running large household events and parties as well as day to day oversight of resident home(s) as needs:
Overseeing maintenance of private homes
Includes working with caterers and outside vendors in the planning and co-
ordination pre, during, and post events
Travel:
Work with Executive Assistant on creating detailed travel packages.
Reviewing travel itineraries after complete, car services etc. and confirming
addresses and timing. Preparation of files and documentation related to
meetings, trips, etc.
May be asked to travel time to time for shorter trips under 2 weeks.
QUALIFICATIONS AND EDUCATION
Any combination equivalent to, but not limited to, the following:
5-10 years’ experience working for a busy C Suite Executive.
Experience working in a private estate preferred
Professional, relational, and calm communication style.
Professional and executive level communication skills– verbal, written & correspondence.
High level of organizational skills.
Able to multi task and who thrives under pressure.
LANGUAGE, ANALYTICAL SKILLS AND SPECIFICATIONS
Any combination equivalent to, but not limited to, the following:
Mental demands are not only learned mental skills, but also conditions that call for mental discipline. Examples might include: reading and interpreting documents or instruments, confidentiality, problem solving, language skills, verbal communication, written communication, reasoning, professionalism and collegiality, consistent interruptions, multiple concurrent tasks, customer contact, stress management, mathematical skills, etc.
PHYSICAL DEMANDS
Any combination equivalent to, but not limited to, the following:
Physical demands include both the physical actions that may be required to perform a task and the physical environment in which the task is performed. Examples might include: sitting, reading, carrying, standing, driving, pulling, pushing, lifting (# of pounds), hearing, climbing, speaking, twisting, writing, reaching or exposure to certain elements like heat/cold, noise, chemicals, hazards, etc.
COMPANY ACKNOWLEDMENT
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed within this position description are representative of the education, skills, experience and qualifications required. Incumbents in this position must maintain absolute confidentiality with company information at all times. Reasonable accommodations may be made to enable a qualified individual with a disability to more readily perform the essential functions. Management reserves the right to change, rescind, add or delete the essential functions of this position at any time, with or without notice..
