Executive & Personal Assistant

About the Role

Advertising Specialty Institute (ASI) is a leading global technology provider serving the $27.7 billion promotional products industry with over 25,000 clients across 53 countries. ASI is seeking a highly capable Executive & Personal Assistant to support a family business owner engaged in diverse business, family, and philanthropic activities. This is a multifaceted position focused on providing high-trust, discreet, and adaptable support encompassing executive tasks, personal and family administration, travel management, financial organization, and project coordination. The role requires presence onsite 3 to 4 days a week within a hybrid working model.

Key Responsibilities

• Manage calendars, meetings, deadlines, communications, and prepare necessary documents and follow-ups.
• Provide support for client interactions, employee recognition programs, and other relationship-driven initiatives.
• Organize and maintain confidential digital and physical files related to business, personal, and family matters.
• Coordinate personal and family schedules, travel, events, errands, household management, and gift logistics.
• Conduct research to identify effective solutions for new or time-sensitive needs, anticipating and resolving issues proactively.
• Plan and organize domestic and international travel arrangements including flights, accommodations, transportation, and itinerary preparation.
• Manage loyalty programs, credit cards, and travel rewards, ensuring efficient utilization.
• Support planning of events, family gatherings, employee appreciation activities, and other functions covering logistics and vendor coordination.
• Track and organize financial records such as expenses, invoices, reimbursements, statements for taxation and accounting purposes.
• Liaise effectively with accountants, legal advisors, insurance representatives, and other external professionals.
• Monitor and maintain systems for renewals, memberships, subscriptions, and recurring commitments ensuring accessibility and organization.

Desired Qualities

• Comfortable adapting to shifting priorities with a proactive and resourceful approach.
• Possess strong ownership mentality toward both major projects and routine tasks.
• Display clear, thoughtful, and professional communication.
• Exhibit emotional intelligence and exercise excellent judgment regarding confidential information.
• Find satisfaction in enabling others' effectiveness and impact.

Qualifications

• 3 to 7+ years of relevant experience in executive support, family office management, personal assistance, project coordination, hospitality, or similar fields.
• Exceptional skills in organization, planning, prioritization, communication, and follow-through.
• High professionalism, discretion, maturity, and emotional intelligence.
• Advanced proficiency with Microsoft Office suite (Outlook, Excel, Teams), digital organization systems, and AI tools that enhance efficiency.
• Strong typing accuracy, internet research abilities, and written communication skills.
• Experience in travel coordination, event logistics, financial tracking, document management, vendor relations, and personal administration preferred.

Additional Expectations

• Ability to work independently while collaborating with family members, staff, advisors, vendors, and clients.
• Flexibility to handle occasional evenings, weekends, and events.
• Local travel required between offices and residences with a valid driver’s license and reliable transportation.
• Capable of managing physical tasks such as organizing and transporting items up to 45 pounds for events and projects.

Compensation & Benefits

The salary for this position ranges from $95,000 to $110,000 annually, depending on experience, education, and skills. ASI offers full-time employees comprehensive benefits including medical, dental, and vision coverage from the first day of employment; paid parental leave and daycare support; wellness programs; employee assistance services; retirement plans with company matching; paid holidays, floating days, and paid time off; as well as on-site amenities such as café, gym, daycare, EV charging stations, and creative wellness spaces.

Equal Opportunity Employer

ASI is committed to diversity and inclusion, providing equal employment opportunities without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status.