Executive Assistant to the Director - Kinsley Family Office

Are you an exceptionally polished, highly effective Executive Assistant who thrives in a role where discretion is non-negotiable, and your work directly enables a legacy? Our multi-generational family business is seeking a trusted partner to support our family office - someone who anticipates needs, brings calm, high-judgment execution to every interaction, and protects confidential information with the utmost integrity. If you're energized by meaningful, behind-the-scenes impact and pride yourself on being two steps ahead, we'd love to meet you.

Job Summary:

The Executive Assistant to the Director is responsible for providing managerial, administrative, and IT support to the Kinsley Family Office. This role works closely with the Kinsley family ownership team to execute assignments and facilitates communication and projects across all generations of Kinsley owners.

The Executive Assistant to the Director supports the Director of the Family Office on key projects, with autonomy to develop, design, and execute projects to achieve agreed-upon outcomes. The role creates core documents, including policies, procedures, and strategic plans. Strong project management skills and the ability to handle sensitive data are required. Given the nature of a family office, absolute confidentiality is essential, and discretion must be exercised in every interaction, communication, and recordkeeping activity. This position is expected to operate with the highest level of integrity, safeguarding trust through sound judgment, consistent professionalism, and strict adherence to ethical standards.

This role also supports IT needs and works with our technology business partners to coordinate services for both the Family Office and family members. The Executive Assistant to the Director also develops internal and external communication plans, including the development of surveys and reporting of results.

Essential Duties and Responsibilities:

• Coordinates IT services for Kinsley Family Office and family members, including troubleshooting minor issues, budget and invoice approvals, IT project/upgrade coordination, and managing relationships with IT vendors
• Manages projects assigned by the Director, with autonomy and decision-making authority, which includes spending approval within assigned guidelines
• Coordinates Family Office database, calendar, and scheduling of key tasks to ensure key deliverables are achieved
• Provides support to Family Council and sub-committees by maintaining meeting schedules, creating agendas, organizing meeting materials, maintaining a database of Family policies, charters, bylaws, meeting minutes, and ensuring annual approvals/tasks are completed on time
• In support of the Director, will respond to emails or provide draft replies for the Directors' review and input prior to responding
• Develops budget recommendations for the Director and monitors financial performance to budgets as well as approving invoices and credit card statements
• Will develop documents such as policies, procedures, and strategic plans associated with the Family Office. Will also review these same types of documents and prepare summaries for review by the Director
• Prepares meeting agendas and attends meetings as needed to take detailed notes and provide meeting minutes and summaries of action items
• Analyzes data and creates detailed PowerPoint presentations to include graphics, charts, and other visual aids
• Coordinates and directs the activities of vendors, advisors, and consultants supporting the Family Office
• Manages communication requirements for Family Office operations, including the creation of surveys and reporting of results
• Effectively communicate with key stakeholders to achieve goals, including facilitating communication within the Kinsley family, maintaining the family contact list
• Supports the development of family and owner policies to include revising current policies as needed
• Maintains electronic files, including the use of SharePoint

Knowledge, Skills, and Abilities:

• Problem solver: The capacity to identify problems, analyze situations, evaluate options, and develop effective solutions
• Critical Thinking: The ability to evaluate information, assess situations, and make informed decisions based on logic, reasoning, and evidence
• Administrative & Project Management: The capacity of efficiently coordinating tasks, implementing organizational policies, and optimizing workflow processes to enhance overall operational effectiveness
• Communication skills: Both verbal and written communication skills are essential for effectively conveying ideas, instructions, and information to colleagues, clients, and stakeholders, and must demonstrate excellent presentation skills
• Technical Skills: Specific knowledge and expertise related to the job function, must have a high level of proficiency in Excel, PowerPoint, Word, SharePoint, Microsoft Teams, and other software programs, and use of office equipment
• Time Management/Organizational Skills: The ability to prioritize tasks, manage time efficiently, and organize workloads to meet deadlines and goals
• Customer/Client Focus: A commitment to understanding and meeting the needs of customers, both internal and external, ensuring satisfaction and building positive relationships
• Budget Management: The ability to effectively manage budgets to ensure financial stability and success
• Ethical Conduct: Demonstrating honesty, integrity, confidentiality, and professionalism in all interactions and decisions, adhering to ethical standards, company policies, and values
• Collaboration/ Teamwork: The ability to work effectively as part of a team, contribute ideas, and collaborate with others to achieve common goals, including a high level of situational awareness and emotional intelligence
• Results Oriented /Attention to Detail: Being thorough and accurate in tasks, ensuring quality and precision in work output
• Adaptable & Flexible: Demonstrates strong adaptability to swiftly respond to evolving circumstances and has the ability to work flexible hours and travel locally

Education and Experience:

• A bachelor's degree in business administration or a related field is required
• Minimum of 5 years of experience supporting an executive team, family office, or similar environment
• Project management combined with proven troubleshooting capabilities is critical to success
• Knowledge working with Boards is highly beneficial
• Must have a valid driver's license to attend off-site meetings and other activities