Executive Assistant

Executive Assistant - Miller Family Services

The Miller Family Office was established to facilitate the growing personal and business needs of the Larry H. and Gail Miller family. The Miller Family Office serves to help the Miller family operate cohesively and equitably by providing a platform where all members of the Miller family can share views, provide input, and contribute to the well-being of the family. The Miller Family Office facilitates personal growth and academic opportunity as well as financial, professional, and social development.

Primary Responsibilities:

The Executive Assistant partners closely with executive leadership to provide dedicated, high-level support in a professional environment requiring exceptional discretion, judgment, initiative, and confidentiality. Executive Assistant for Miller Family Services is expected to:

• Protect the legal, financial and moral well being of Miller Family Services.


• Be a teacher to support the efforts of other employees to be successful.


• Seek ways to improve business operations efficiencies.

Executive Assistant Reports to: Senior Level Executive

This a full-time/in office position.

Primary Duties:

• Serve as a trusted partner to executive leadership, providing high-level administrative support and helping manage day-to-day priorities and operations.


• Manage complex executive calendars, balancing competing priorities, meetings, events, travel, and shifting business needs.


• Proactively anticipate needs, identify potential challenges, and implement solutions to ensure seamless executive and organizational support.


• Manage executive communications, including prioritizing correspondence, drafting and editing communications, and responding on behalf of the executive as appropriate.


• Coordinate all travel arrangements and related logistics, including flights, lodging, ground transportation, itineraries, and schedule adjustments.


• Prepare presentations, reports, meeting materials, agendas, and follow-up action items to support executive and organizational priorities.


• Oversee office catering and coordinate hospitality for internal meetings, executive meetings and other office events.


• Organize and maintain files, records, and administrative systems to support efficient operations.


• Monitor and prioritize incoming communications, visitors, and requests, ensuring timely follow-through and appropriate escalation when needed.


• Build and maintain effective relationships with internal teams, external contacts, vendors, family representatives, and guests while exercising professionalism, discretion, and sound judgment.


• Handle highly confidential and sensitive information with the highest level of integrity and confidentiality.


• Assist with expense reporting, invoices, administrative tracking, and general office coordination needs.


• Provides administrative support for additional executive functions and special projects as assigned.

Qualifications:

• 7+ years of experience supporting senior executives in a professional environment.


• Demonstrated ability to manage complex schedules, competing priorities, and multiple high-visibility responsibilities with minimal direction.


• High level of independent judgment, professionalism, initiative, and attention to detail.


• Excellent written and verbal communication, interpersonal, and organizational skills.


• Strong Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint.


• Proven ability to maintain confidentiality and handle sensitive information with discretion and professionalism.


• Strong problem-solving skills with the ability to anticipate needs, identify solutions, and follow through with accuracy and professionalism.


• Ability to build effective partnerships with executive leadership and stakeholders across the organization.

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position:

Cultivates Innovation & Strategy

• Come up with useful ideas that are new, better or unique.


• Introduce new ways of looking at problems.


• Encourage diverse thinking to promote and nurture innovation.

Communicate Effectively

• Attentively listens to others.


• Adjust communication to fit the audience and the message.


• Provide timely and helpful information to others across the organization.


• Encourage the open expression of diverse ideas and opinions.

Collaborate

• Work cooperatively with others across the organization to achieve shared objectives.


• Partner with others to get work done.


• Gain trust and support of others.

Operate with Integrity

• Demonstrate ethical and followership behaviors which promote LHM standards.


• Show stewardship in providing a neat, orderly and safe work environment.


• Follow company policy and procedures when conducting business with employees, vendors and guests.


• Observe safety and security procedures and use equipment and materials properly.

Physical Requirements

• Work performed in an office setting.


• Regularly required to sit, stand, bend, reach and move about facilities.


• May occasionally lift up to 25 lbs.


• May stand or sit for long periods of time.


• Perform other duties as required.

Note: The need may arise to revise, supplement, or rescind portions of this job description, and the company reserves the right to do so at any time. Employee shall be required to meet the qualifications and perform the duties of any revised job description.