Job Description

Responsibilities:

• Provide high-level administrative support to the Founder by owning and managing the executive calendar, scheduling meetings, coordinating travel, tracking delegated tasks, organizing day-to-day workflows, and ensuring meetings, appointments, weekly 1:1s, team meetings, and personal scheduling are prioritized and conflict-free.
• Act as a gatekeeper for the executive’s time, schedule, and privacy, using sound judgment to redirect requests firmly and diplomatically.
• Coordinate travel logistics from start to finish, including flights, hotels, transportation, and detailed itineraries for office visits, quarterly travel, and other business needs.
• Help plan and coordinate firm events, team activities, external meetings, and other company-related gatherings.
• Create structure around the Founder’s daily workflows by maintaining task lists, tracking action items, organizing follow-ups, and helping establish consistent meeting rhythms.
• Build and maintain a centralized tracker for delegated tasks, ensuring the status of all open items is current and clearly communicated.
• Proactively follow up with team members, vendors, and stakeholders to ensure deadlines are met and updates are provided without the executive needing to chase them.
• Monitor trust accounting milestones and deadlines, coordinate with the appropriate internal teams, and flag potential delays or issues that require attention.
• Serve as a communication bridge between leadership, finance, accounting, and other internal teams to help triage requests and keep priorities moving.
• Maintain organized digital files, document executive preferences and workflows, and keep internal systems and SharePoint folders current.
• Track personal work and assigned projects in the firm’s project management system to ensure visibility and accountability.
• Identify opportunities to digitize manual workflows, improve processes, and document standard operating procedures.
• Coordinate with property management companies, tenants, and vendors related to the executive’s real estate portfolio.
• Support additional administrative tasks, special projects, and ad hoc needs as assigned.

• 5+ years of experience directly supporting a Founder, CEO, or C-suite executive.
• Strong calendar management, scheduling, travel coordination, task tracking, and executive support experience.
• Highly organized, proactive, and able to bring structure to fast-moving or unstructured environments.
• Strong sense of ownership, with the ability to follow through on tasks and provide updates without being prompted.
• Comfortable acting as a diplomatic gatekeeper and protecting confidential information, executive privacy, and sensitive business matters.
• Clear, warm, and professional communicator who can interact effectively with internal teams, clients, vendors, and external partners.
• Calm under pressure and able to prioritize effectively in a busy, deadline-driven environment.
• Tech-savvy and comfortable learning new tools independently, streamlining workflows, and digitizing manual processes.
• Experience with Microsoft Outlook, Teams, Word, Excel, SharePoint, Power Automate, Power BI, Planner, DocuSign, Clio Manage, Filevine, Lead Docket, and Zapier is helpful, but not all tools are required on day one.
• Able to work independently, anticipate needs, and take initiative without waiting for direction.