Executive Assistant

Description

Due to our extended growth the Stella Maris Family Office is seeking a full-time Executive Assistant to provide high-level administrative and operational support to the Principal and CEO. This on-site, full-time role, based in Shawnee, requires an experienced professional who can thrive in a fast-paced, highly confidential environment while serving as a trusted partner to senior leadership.

Do you take pride in doing it right the first time, every time?  Do you get satisfaction from taking limited direction from highly visionary leadership and solving problems throughout the entire process?  Do you dislike boring, tedious tasks that are not clearly aligned with the organization's goals?  If so, we have a long-term career for you.  

 At Stella Maris Family Office, we invest in businesses for the long run, guided by a commitment to family, faith, and community well-being.

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)

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 40^th Street, Shawnee Ks 66226 location. 

Required Education, Experience & Qualifications

• Minimum of ten years of experience supporting C-Suite executives.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, team members, and external partners.
• Strong organizational, time management, and follow-through skills, with the ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office and related business tools.
• High degree of professionalism, confidentiality, discretion, and sound judgment.
• Expected to maintain flexibility and availability outside of normal business hours, including additional or irregular hours, as needed to meet job responsibilities and respond to time-sensitive needs.
• Comfortable working in a faith-based environment.
• Ability to build cross-functional relationships with executives and leaders across departments.
• Knowledge of Culture Index and EOS is a plus.

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.