Executive Assistant, Family Office
hace 3 días
Des Moines
Job Description The Executive Assistant, Family Office serves as a key operational partner within the office, providing high-level administrative, personal assistant, and concierge support to family members, stakeholders, and trusted advisors. This role manages communications, coordinates complex schedules, handles confidential matters, and supports the execution of projects and initiatives across the family office. Acting as a central point of coordination, the position ensures seamless day-to-day operations while supporting the Head of the Family Office and collaborating closely with the principal(s) executive support team. This role also plays an important part in strengthening internal processes and improving operational efficiency. The successful candidate helps streamline workflows, introduces practical process improvements, and supports the continued professionalization of the family office. Success in this role requires exceptional discretion, responsiveness, organization, and a calm, service-oriented mindset. Operating in a position of deep trust, the Executive Assistant frequently handles confidential information and time-sensitive matters with sound judgment and professionalism. This is a high-visibility role requiring strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment. Principal Functions of the Job Key Responsibilities Family Office & Administrative Coordination • Coordinate family travel, household logistics, gifts, reservations, appointments, and special requests with precision and discretion., • Assist with planning family celebrations, holidays, travel, and milestone occasions., • Support core family office operations including scheduling, document management, bill pay coordination, vendor relationships, and special projects., • Maintain organized and secure records related to legal, financial, real estate, philanthropic, and personal matters., • Manage confidential personal correspondence and communications on behalf of the Principal(s) and family., • Provide proactive support that enhances the family’s quality of life and reduces daily friction., • Provide occasional after-hours support aligned with the Family’s schedule and needs., • Manage purchasing, subscriptions, and bill pay; prepare necessary reporting., • Partner with internal teams and external advisors (legal, tax, investment, household staff, etc.) to ensure smooth execution of family priorities., • Assist with planning and logistics for family meetings, events, travel, and philanthropic activities., • Conduct research and provide recommendations on a variety of topics for the Family and the Family Office., • Suggest potential solutions and alternatives to support informed decision-making., • Serve as recording secretary for family meetings by taking minutes and capturing next steps., • Develop and review presentations and reports produced by the Family Office., • Assist with setting meeting agendas and provide facilitation or presentation support as needed., • Create plans and maintain a task calendar for routine activities and special projects., • Coordinate internal and external meetings, maintaining a detailed calendar for the Family Office. Wine Collection Management • Curate and maintain wine inventory across multiple cellars, ensuring optimal storage and accurate record-keeping., • Oversee wine shipments and transfers, managing both domestic and international logistics., • Build and maintain relationships with vineyards, distributors, and brokers for wine procurement. Knowledge and Experience • 3+ years of experience in a same or related role as a Personal and/or Executive Assistant, • Experience in domestic and international travel planning, • Family Office experience preferred, • Experience supporting a founder, executive family, or family office environment, • Event planning, gifting, or hospitality background preferred, • Multi-residence or estate coordination experience preferred, • Valid driver’s license and ability to run local errands as needed Skills and Competencies • Represent the Family Office with warmth, professionalism, and sound judgment in all interactions, • Respond to the needs and requests of Principals and family members promptly and professionally while exercising discretion and attention to detail, • Demonstrate a strong service orientation and commitment to client support, • Exhibit curiosity and a desire to improve processes; proactively research and identify solutions, • Operate with a high sense of urgency and remain composed under pressure, • Work independently while anticipating needs and taking initiative, • Maintain strong organizational skills, motivation, and resourcefulness, • Demonstrate exceptional attention to detail, • Build, utilize, and refine processes and templates to ensure consistency and efficiency, • Communicate effectively and interact comfortably with all family generations and organizational levels, • Demonstrate advanced computer skills, including experience with Word, Excel, PowerPoint, and Outlook, and leverage technology to streamline processes, • Prioritize discretion and confidentiality at all times, • Exhibit poise, tact, and diplomacy This position operates primarily in a professional office environment and routinely uses standard office equipment such as computers, phones, and videoconferencing technology. The noise level in the work environment is typically moderate. While performing the duties of this role, the associate is regularly required to communicate in person, by telephone, and via videoconference. The position frequently requires the use of hands to operate a computer keyboard and office equipment, as well as the ability to sit, stand, walk, bend, and reach as needed to perform essential job functions. This role may also include responsibilities within private residential settings and occasionally outdoors. The associate must be comfortable navigating a variety of environments, including stairs, uneven surfaces, and storage areas. Duties may involve light organizational or coordination tasks related to household operations and event preparation. The position occasionally requires lifting, carrying, or moving materials, including wine cases and related items, weighing up to 40 pounds. The physical demands described above are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Duties and responsibilities, as required by business necessity, may be added, deleted, or changed at any time at the discretion of management, formally or informally, either verbally or in writing. Scheduling, assignments, and work location may be adjusted as required by business necessity. Krause Group believes in People First. We are an Equal Opportunity Employer building a culture of equity and inclusion. Krause Group Purpose Our purpose is to enhance the way people experience the world. Krause Group Mission Our mission is to nurture our family of brands, creating opportunities to do good in the world. Krause Group Values • Agility- We challenge the status quo with open minds, flexibility, and speed. We are comfortable being uncomfortable. We view change as opportunity., • Courage -We take risks. We innovate. We win or learn. We push limits, disrupt norms, and define our own path., • Growth Mindset - We are building an organization and legacy that will outlive us. We are continuously learning. There is no final-destination, only the journey to be better than we were yesterday., • Inclusion -We actively seek and welcome alternative points of view. Diverse perspectives improve decision-making and make us all more successful., • Integrity - We do the right thing, even when it’s difficult. We do not take shortcuts and always take accountability., • Community Focused -We are committed to positively impacting our communities, stakeholders, and associates. We do good and encourage others to join us.