Executive Assistant & Office Manager
- Maximize the time and effectiveness of the Founders
- Assist in developing and supporting the necessary organization and structure to assist the BSE team to meet or exceed business objectives
- Support a positive work environment, teamwork, cost and time efficiencies and the success of BSE projects and the maximization of profits of BSE and related portfolio companies
- Manage complex calendar for the Founders including scheduling meetings, personal appointments and travel
- Manage personal/professional contacts database and services records
- Time management – support for meeting and exceeding corporate and personal objectives
- Prepare and organize materials for meetings, presentations and reports
- Handle confidential and sensitive information with the utmost discretion
- Assist with personal errands as needed, including shopping, returns and gift purchasing
- Assist with personal tasks/administration such as insurance policy management, claims processing, security and home-based services, dining reservations, airport pick-ups, car services coordination, etc.
- Serve as the gatekeeper for internal and external communications on behalf of Founders
- Draft, edit, and proofread correspondence, memos, and presentations, as needed
- Coordinate and facilitate communications and meetings between Founders and senior leaders, internal teams and/or external stakeholders
- Organize executive team meetings, including preparing agendas, capturing notes, and tracking action items
- Support planning and execution of off-site business/board meetings, employee retreats, ‘town halls’, and other high-level business and personal events
- Manage jet schedule and travel itineraries for Founders
- Coordination of all commercial travel for Founders (and others as needed) with VIP Travel Dept
- Coordinate with pilots as needed for jet travel passenger logs/logistics/catering
- Manage input required for Airplane Manager system
- Manage jet flight logs / reporting to CPA quarterly
- Manage expense reporting and reimbursements for Founders
- Maintain organized digital files and reference systems related to executive operations and personal matters
- Coordination of electronic / automation, such as personal phone/laptop devise set up/maintenance/support with IT, coordination of vendor accounts (Zoom, Teams, projection devises, etc.)
- Oversee day-to-day office operations/needs of Founders, ensuring the offices/workspace is organized, stocked, and running efficiently for all staff, as well as coordinating catering for meetings, as needed
- Serve as the primary contact for office vendors, service providers, cleaning staff, and building management
- Manage office supplies and inventory
- Oversee operations and maintenance for private residences (currently 4) and other real estate owned by BSE (Jet Hangar, rental properties, etc.), managing staff and vendors, guest logistics and instructions, and seasonal needs to ensure properties are well-maintained, and guest-ready. Manage handy man and property management personnel in tasks/responsibilities in each respective property
- Assistance with new home construction management/administration/coordination with architects, builder, designer, vendors, etc
- Manage the Company’s private sport/event suite, including interfacing with arena executives, ticket allocation, guest communications, event coordination, catering and hospitality logistics
- Assist with misc. special projects (personal and business) as needed, such as home or office moves, inventory administration, etc
- Home organization assistance – (Scottsdale, Colorado, London, Mexico)
- VIP Client/Tradeshow Event Support (cruise or travel related client and event support)
- Some projects could include the opportunity to travel – not a requirement for the position
- 5+ years of successful experience supporting C-level executive(s)
- Exceptional work ethic
- Exceptional organizational, multitasking and problem-solving capabilities
- Strong written and verbal communication skills
- Ability to work with proficiency and a sense of urgency with all projects/responsibilities
- Proficiency in Microsoft Office Suite, Google Workspace, and calendar tools
- High level of discretion, professionalism and emotional intelligence
- Ability to manage multiple priorities and work effectively under pressure
- Professional demeanor, polished image, and a confident presence when interacting with executives, team members and external partners; ability to work well with others (at all levels)
- Professional maturity/business intelligence required to assist high-level executives
- Ability to manage staff
- Compassion/love of dogs
- Flexible schedule and availability, as needed
- Maintain high activity levels; at times requires prolonged periods working on a computer
- Modern office / working environment offering free access to onsite gym, showers, lounges and parking
- Free drinks/snacks and occasional employee lunches served in office
- Onsite Press Coffee available
- Primarily smart casual, business attire at times when business partners are present
- Competitive Compensation Package
- Flexible Personal Time (Personal/Vacation/Sick)
- Exclusive Team Member Travel Discounts / Vacation Home access
- Medical Insurance for Employee (preferred rates for spouse/family)
- Affordable Dental and Vision Insurance
- HSA with Company Contribution
- 401(k) Plan
- Pet Benefits
- Access to free Arena Suite Tickets for select concerts, sporting events, etc.
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