Senior Executive Assistant – Scheduling

AMB Family Office is the support company for the Chairman and the Chairman’s family as well as the investment management and support services arm of Arthur Blank’s for-profit businesses.  The Blank Family of Businesses portfolio includes The Arthur M. Blank Family Foundation, National Football League’s Atlanta Falcons, Mercedes-Benz Stadium, PGA TOUR Superstore, Major League Soccer’s Atlanta United FC, National Woman’s Soccer League Atlanta, TGL’s Atlanta Drive Golf Club, WTGL Atlanta, West Creek Ranch, Mountain Sky Guest Ranch, Auster at Dome Mountain, and Paradise Valley Ranch.  While diverse in nature with unique operations and customers, these businesses are run based on a common set of core values, which focus on developing customer relationships, treating associates with respect, and supporting communities.

Position Summary

Reporting to and taking direction from the Sr. Manager, Administration, this position is part of the Office of the Chief of Staff (COS) and responsible for the coordination of calendars and schedules for the Chairman and his family.  This includes the coordination of schedules of all family members, including ensuring that necessary information is provided for each meeting (via day files).  Associate will have access to and be responsible for assembling highly confidential and sensitive information.

The COS serves the Chairman and his family members, comprehensively addressing professional, business, philanthropic, and personal activities through scheduling, coordination, and other forms of administrative support.  This position will engage with visitors and vendors as well as with internal staff at all levels of the organization. Multi-tasking and independent judgment are required to plan, prioritize and organize a diversified workload. This position requires the ability to work in a fast-paced, frequently changing environment, with discretion, professionalism and confidentiality. 

Roles and Responsibilities

Administrative Management & Preparation

• Provide Scheduler Support for Chairman, alert as to meeting end times, and provide additional support as requested
• Quality Assurance: Daily proactive systematic review of calendar to include review of materials, attendees, potential conflicts, drive times and other logistics
• Scheduling of routine and recurring business meetings (including but not limited to Trustee Meetings, Internal Executives, ELT, PGATSS, AMBFF Trustee Meeting, Limited Partners, Atlanta Falcons Games, Atlanta United, etc.) some of which are subject to change and must be actively monitored for changes and updates
• Coordinate with Family Concierge on Occasional occurrences (birthdays, anniversaries, holidays, events, outings) and supporting details
• Close collaboration with the COS associates who receive information and updates about the schedules of other family members, in particular children, that may be updated and change on short notice
• Schedule all business and personal appointments, travel and meetings for the Chairman and his family. 
• Ensure all advance items are done before Chairman arrives at his various doctor appointments, (i.e., insurance paperwork, insurance card, medical questions and all payments)
• Confirm lunch and dinner reservations as directed by Chairman
• Ensure ownership & meeting spaces and needs are met by appropriate associates (i.e., location, beverages, food, service, equipment needs, clean-up etc.)

Communication

• Handle calls, emails and other requests for meetings and appointments that are made of and/or from the Chairman and/or his family
• Transcribe and disseminate morning voicemail list and serve as point person to follow-up and respond to Chairman and Chief of Staff
• In coordination with Sr. Manager, Administration, maintain daily “Update List” which is submitted to the Chairman (includes responses to voicemails, new updates, etc.). 
• Submit a written report weekly to Sr. Manager, Administration which includes a weekly update and any open questions that have not been addressed throughout the week.
• Per Chairman’s direction, communicate with specific members of his family/network in scheduling and event coordination.
• Confirm all meetings and appointments with attendees 1-2 weeks prior and 24 hours prior for all meetings the Chairman attends.

Process Improvement/Incident Reduction

• In support of the overall scheduling process (including Administrative Material Management and other aspects), identify opportunities to create templates and/or automate recurring processes when this can improve efficiency and/or reduce errors
• Collaborate with the COS Office and IT Support to identify, test and implement templates, process and tech methods that can improve the scheduling process and reduce incidents
• Work to reduce incidents related to scheduling; report incidents using appropriate process identified by COS Office

Business and Foundation Communications

• Develop and maintain relationships with all businesses and Foundation to anticipate and obtain information proactively about any events, activities, etc. that may be of interest to the Chairman, based on knowledge of his interests and preferences

• Provide additional insight and information on “the full picture” of these events/activities (e.g., the event is officially scheduled between 1-2pm but knowing that there is always an informal gathering that follows, so that the actual time to be calendared is 1-3pm)
• Report to the Chairman to ensure he is fully informed with sufficient notice, allowing the option to participate/attend
• Work closely with Communications team on the Chairman’s speaking engagements, public events, & interviews to schedule appropriately
• Work closely with Family Services, Executive Events , Aviation Team, Security team and others to ensure accurate and timely information is incorporated into the calendar
• Ensure that changes are communicated quickly and accurately

Travel

• Work closely with Family Services to ensure that travel and other arrangements that are made by Family Services are on the calendar appropriately and accurately
• Coordinate security, meals/reservations, drive times/logistics, etc. while Chairman is travelling
• Communicate with Aviation Dispatcher to ensure itineraries are kept current & updated with all time, passenger, catering, etc. changes
• Coordinate & confirm hotel rooms for Chairman & family while travelling

General

• Provide data entry and communicating and coordinating with Family Services, House Managers and House Staff particularly when there are impromptu or last-minute changes that impact residential services
• Demonstrate discretion and handling of confidential information with the utmost propriety.
• Develop positive workplace relationships in accordance with office policies and procedures with associates and peers by offering appropriate support while maintaining a high level of professionalism.
• Sharing responsibility with the COS and Sr. Manager, Administration in answering telephone calls from Chairman.
• Routine or special requests from the Chairman (e.g., serve lunch or a fresh drink upon request).

Qualifications and Education Requirements

• Bachelor’s degree or High School diploma/general education degree (GED) with relevant experience and /or trade school
• Minimum of 5 years’ experience supporting a CEO and/ or C level executive, professionally and personally.
• Education or training in project management, organizational and/or administrative skills
• Advanced proficiency in Microsoft Office 365 Suite  
• Note: Skills testing will be part of the application process.

Preferred Skills

• Requires reasoning skills and the ability to carry out detailed, written or oral instructions with common sense
• Capability of expanding quickly into larger responsibilities as opportunities arise; ability to pivot on projects
• Requires effective oral and written communication skills and excellent interpersonal skills
• Excellent time management, multi-tasking, and organizational skills including strong attention to detail
• Must be able to take constructive criticism and change direction to suit operational needs
• Team player, able to work well with others and share responsibilities
• Ability to maintain a high level of confidentiality and professionalism
• Supervisory, coaching and development skills
• Project management skills, resourcefulness and problem-solving skills
• Proactive, accountable, ability to think critically and strategically
• Experience in heavy calendaring, private and domestic travel, creating itineraries and preparing meeting materials
• Ability to work well in a highly complex, fast paced environment 
• Willingness to operate with utmost discretion
• Excellent interpersonal skills/ability to communicate effectively w/all levels of personnel
• High drive to succeed; follow through and results oriented
• Ability to work flexible hours and willingness to work a varied schedule including evenings, weekends and some holidays, as required