Executive Administrative Assistant

Description

• Track travel-related logistics, expenses, and documentation for both business and personal flights
• Prepare briefing materials, agendas, and meeting follow-ups
• Serve as liaison with internal and external partners, including legal, insurance, and accounting teams
• Coordinate private plane usage, including scheduling and itinerary details
• Organize, prioritize, and respond to executive emails; draft correspondence as needed
• Prepare and submit detailed expense reports, monitor reimbursements and budgets
• Track and manage deliverables and deadlines across multiple projects
• Maintain confidential records and ensure adherence to internal protocols
• Support document management, contract tracking, and filing systems
• Coordinate activities across TFH, Nexus Nine, and family-related ventures
• Manage complex calendars and schedule meetings while proactively resolving conflicts

Requirements

• Proficiency in Microsoft Office Suite, Google Workspace, and modern productivity tools (Slack, Notion, Asana)
• Ability to think ahead, anticipate needs, and deliver solutions independently
• High emotional intelligence, professionalism, and discretion
• Experience in family office, private equity, or holding company environments
• Comfort with technology, learning new systems and implementing them quickly
• Familiarity with bookkeeping or light accounting tasks
• A sense of humor and steady presence under pressure
• Experience working with legal, financial, and/or insurance professionals
• Assertive communication and the confidence to manage up, hold others accountable, and advocate for priorities
• Strong written and verbal communication abilities
• Comfort navigating shifting priorities with calm and confidence
• Exceptional organizational and time-management skills
• 5+ years of executive support experience, ideally in multi-entity or entrepreneurial settings

Benefits

• FLEXIBILITY: We understand life is busy, so we strive to be flexible when it matters most.
• CAREER DEVELOPMENT / GROWTH: We believe in growing our people. Most of our new roles are filled by internal promotions, and we support ongoing professional education to help you continue advancing.
• AMAZING CULTURE: Enjoy a people-first culture built on collaboration, integrity, and long-term relationships.
• GENEROUS BENEFITS: Medical, dental, vision, life, and other insurance; retirement plan with profitability match; 3 weeks paid time off to start & 7 holidays; paid paternal / maternity leave, and much more!
• AWESOME WORK ENVIRONMENT: We have an onsite cafeteria, gym and locker rooms as well as a casual dress policy, and fun employee events and celebrations!

Training + Development

Interview process

Visa Sponsorship

Security clearance