Executive Assistant

Executive Assistant needed for Downtown Private Investment Office

Position Summary:

The Executive Chairman of a well-established private investment corporation based in downtown Milwaukee is seeking an experienced and high-level Executive Assistant to manage a wide range of administrative needs and logistics. The long-term, 18-year Executive Assistant is retiring in December. This position will report directly to the Executive Chairman & CEO/CFO and will function as the right hand and gatekeeper. This role will be a strong fit for a professional who seeks an environment that appreciates and embraces the significance of a classic and experienced Executive Assistant in a traditional office environment.

Responsibilities:

• 360-degree administrative management for the office of the CEO including stocking office supplies, coordinating vendors, meeting logistics, and maintaining important records and files.
• Act as gatekeeper for all calls, mail, and emails; draft outgoing correspondence, compose emails and memos.
• Organize all payment of personal bills and creation of expense reports as it pertains to business expenses.
• Plan and coordinate domestic and international travel, including private aircraft and some personal travel. Prepare itineraries and reconcile expenses.
• Execute personal needs including reservations, club memberships, personal documents, and matters pertaining to family residences.

Qualifications:

• Minimum of seven years’ professional experience.
• High attention to detail and strong organizational skills.
• Time management skills and the ability to consistently meet deadlines.
• Proven problem-solving capabilities and a proactive mindset.
• Strong written and verbal communication skills.
• Understands “old world” etiquette – handwritten thank-you notes, gifts, personalized correspondence, etc.
• Proficiency in office technology platforms (e.g., Microsoft Outlook, Word, Excel, etc.) with the ability to troubleshoot software and office equipment problems, contacting the company IT Manager or appropriate vendor when necessary.
• Discretion is in your DNA with the ability to maintain extreme confidentiality & privacy of Chairman and family matters.
• Classic Sensibilities – You appreciate a more formal environment, structure, good manners. Your friends describe you as the most organized person they know.

 

Schedule:

A full-time Monday through Friday workweek in the office from 8:00 am to 5:00 pm with the flexibility to very occasionally work later hours when needed. Please note that this position is in-office. Remote work is not an option. Immediate interviews available. Flexible start date.

Compensation:

Compensation from $90,000-$120,000 annually, plus a bonus, depending on experience plus full corporate benefits and parking provided.

 

To Apply:

Please apply at www.mahlermatch.com for consideration. Qualified applicants will be contacted, and immediate interviews are available.

We plan to interview in October with the goal of an early November start date. If you are the right person and want to stay in your current role to receive a year end bonus, we would consider paying you an equivalent starting bonus or waiting for a January 3, 2025, start date.

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Our Story:

Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.

Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.