Position Summary: The Executive Assistant of Fernwood Management provides administrative support across various departments, assisting with tasks related to executive support, human resources, data entry, document review and filing, and general office support. The ideal candidate is organized, proactive, and able to manage multiple tasks while maintaining a high level of accuracy and confidentiality. Position Responsibilities may include, but not limited to: Team/Family/Office Support & Administration:

Perform various administrative tasks for President and other Team Members as needed (e.g., notary services, catering for meetings, travel arrangements, expense reports)
Maintain and update reference information in Share Drive, Password Management System, and Microsoft Teams folders
Monitor stock levels of office supplies and order necessary items
Manage the Fernwood Celebration Corner by announcing team anniversaries and other news, order birthday cards for team members, ensuring timely delivery
Provide break relief for reception staff as scheduled

Payroll & Personnel Assistance:

Assist with household staff payroll processing by collecting, entering, and reviewing timesheets, PTO forms, and other data in UKG (Kronos). Maintain documentation
Update staff information, including terminations and contact details, in coordination with HR
Create and maintain online personnel files in coordination with HR
Employee Onboarding and Offboarding: Set up new employees with necessary materials (keys, supplies, name tags, business cards) and ensure proper updates to contact lists; collect materials and update records for terminated employees

Mail and Document Management:

Distribute incoming mail and ensure correct routing and filing
Download and handle sensitive documents, such as bank statements, ensuring proper scanning and shredding
Coordinate with team members for shipping needs and approve shipping bills for payment

Operations/Finance Support:

Track and file new and returned vehicle information and insurance documentation; ensure that all vehicle and insurance-related documents are up-to-date and saved in the appropriate folders. Distribute auto ID cards as appropriate
Review home/auto insurance invoices for accuracy and validate amounts for payment
Enter purchases into tracker, save invoices, and communicate to team members as appropriate

Required Skills and Experience:

Associate’s degree and 7+ years’ experience in a professional environment providing administrative support to multiple team members and prior experience assisting high-level executives
Must demonstrate a high level of confidentiality; integrity is paramount
Strong interpersonal skills and the ability to build relationships with stakeholders
Display a can-do attitude and a desire to grow and take on more responsibility
Ability to be self-directed and work independently but also work well with others at all levels
Must possess strong organizational and multi-tasking skills; must have ability to prioritize appropriately
Excellent verbal and written communication skills, extreme professionalism
Proficiency in Microsoft Office, especially in Outlook, Word & Excel

Preferred Skills and Experience:

High-level Executive Support
Family Office/General Office experience
Notary (will pay for someone to obtain if they don’t have it)
UKG/Kronos Experience