"Alerted.org

Executive Assistant and Office Manager

+ Work Location: Virginia Beach, VA  or  New York, NY

+ Alternate Designations: Executive Assistant, EA, PA

+ Reports to:  Chief Executive Officer / Chief of Staff

The Opportunity:

We're looking for a tech-savvy, high-energy executive assistant based in Virginia Beach or New York City. We are seeking a highly skilled and discreet Senior Executive Assistant to deliver comprehensive support to the senior leadership team. This role goes beyond traditional executive administration, requiring a trusted partner who can seamlessly manage both professional and personal matters.

The ideal candidate will be exceptionally organized, proactive, and resourceful, with experience supporting senior executives in fast-paced, high-demand environments. This individual must anticipate needs, maintain the highest level of confidentiality, and demonstrate impeccable judgment.

Executive Support:

+ Manage complex calendars, including scheduling high-level meetings across multiple time zones.

+ Serve as the primary gatekeeper for the executive, ensuring priorities are protected and commitments are met.

+ Prepare briefing materials, agendas, and follow-ups for meetings, presentations, and calls.

+ Draft, edit, and manage correspondence on behalf of the executive.

+ Act as liaison with internal teams, board members, investors, and external stakeholders.

+ Provide event support: research venues, maintain attendee list, assist with event logistics, and support client relationship management efforts.

Travel & Logistics:

+ Proven experience managing private aviation logistics and coordinating complex, multi-leg travel itineraries including ground transportation, accommodations, and dining are required.

+ Ensure all logistics are executed with precision, including contingency planning for last-minute changes.

+ Obtain necessary travel documents (e.g., visas, passport renewals).

Personal Support:

+ Oversee select personal matters for the executive, including but not limited to household coordination, family scheduling, and personal appointments.

+ Manage special projects and private events discreetly and efficiently. Research and plan vacations (flights, hotels and restaurant reservations), procure entertainment tickets, plan events, purchase gifts, and liaise with family members and staff.

+ Handle sensitive financial and personal information with absolute confidentiality.

Operations and Project Management:

+ Support with research, reporting, and ad hoc projects as requested.

+ Manage expense reports, vendor relationships, and contract coordination.

+ Anticipate executive needs and proactively identify solutions.

Qualifications:

+ Experience: 7–10+ years of providing high-level support to senior executives, ideally within financial services, hospitality or in roles supporting UHNW individuals.

+ Proactive Problem-Solving: Ability to independently manage tasks from start to finish, anticipate needs, and maintain confidentiality in all interactions.

+ Technical Proficiency: Advanced expertise in Microsoft Outlook, Excel, Concur, Salesforce and other productivity tools to manage scheduling and reporting efficiently.

+ Communication Skills: Exceptional written and verbal communication skills, with the ability to compose professional correspondence and interact effectively with diverse stakeholders.

+ Adaptability: Strong organizational skills with the flexibility to handle competing priorities in a fast-paced environment.

Requirements:

+ US Citizenship (authorized to work in the USA)

+ College degree (or two years of college minimum)

+ Proficiency with computers and software (using the Internet / web apps)

+ Ability to type at least 40 words per minute

+ Experience using Apple productivity apps (a Mac-friendly person)

+ Experience budgeting and estimating various things (spreadsheet jockey)

+ Experience shipping (UPS, FedEx, DHL, etc.)

+ Several positive personal or professional references

Bonus Points (not prerequisites):

+ Multi-lingual

+ Public Notary

+ Bookkeeping experience with QuickBooks or equivalent software

Compensation and Experience:

+ Competitive salary commensurate with prior experience

+ Extensive benefits package including health insurance and retirement benefits

+ Discretionary annual bonus

About Us:

We conduct advanced technical research and develop innovative software and systems that help meet network security and reliability challenges for organizations world-wide.  You can read more at our web site (http://vostrom.com/) .  We value a strong work ethic, professionalism, dedication to quality customer service and a friendly attitude.

Career Opportunities:

We have many other openings available. For a complete listing, visit jobs.vostrom.com

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