Job Description
Job Description
The Crosby Company is a family office responsible for wealth management and preservation for multiple branches and generations of a single family. The Crosby Company provides middle and back office services to various individual businesses including Curatorial, Foundations, Investments, Trust, Tax and Private Real Estate.
The Senior Executive Business Administrator will provide comprehensive administrative support for the Top Executive of CCNH. The position involves frequent contact with senior-level management, a professional attitude and demeanor, and profound respect for confidentiality.
POSITION DUTIES / ACCOUNTABILITIES:
- Administrative support for Top Executive of CCNH
- Demonstrates a natural ability to think creatively and develop innovative solutions to administrative challenges, enhancing office efficiency and supporting dynamic team needs in a fast-paced environment
- Demonstrates advanced proficiency in Microsoft PowerPoint and other productivity tools (e.g., Excel, Word, Outlook, Teams, and project management software) to create high-impact presentations, streamline workflows, and enhance executive decision-making and communication
- Proactively anticipates the top executive’s administrative needs and manages access to the executive’s schedule
- Schedules, plans, and coordinates logistics for meetings, conference calls, domestic and international travel
- Prepares correspondence, memos, presentations and board materials that reflect the voice of the executive team member
- Manages incoming correspondence, screens incoming communications and manages requests for information
- May assist with research and information gathering to support department projects
- Frequently interacts with Fidelity executive management and Principals and their assistants regarding scheduling and other topics
- Safeguards executive privacy and maintains confidentiality of all company and Principal
- Maintains and organizes all files, ensuring that the documents are readily accessible including preparing expense reports, budget preparation and tracking
- Provides backup support to Executive Assistants as needed/requested during EA remote workdays or out of office days.
Office Management and Facility Services
- Provides office management support, including visitor clearance, interaction with Tech support, daily mail and deliveries, ordering of supplies and equipment, building and equipment maintenance, and communication with vendors
- Manages general office duties including but not limited to:
- ordering and maintaining supplies for office, janitorial, kitchen supplies and snacks/coffee supplies for third floor and other shared spaces as requested
- maintaining organized, orderly supply closets
- Processes and manages invoices
- Provides administrative support to other leaders as needed on a flex basis through one time tasks or on-going projects that support the departments and the organization overall
- Supports team events, lunches, and other organization opportunities
- Provides client service support on an ad hoc basis
- May be asked to send out “All Staff” communications.
Management of Two or More Administrative Staff
- Manages two administrative support staff, including providing direction and guidance, assessing performing and conducting regular weekly 1:1s.
- Manages process of ensuring adequate administrative coverage is maintained at all times, including coverage planning for vacations, holidays and other times off.
- Coordinates meetings of executive assistants, including regularly scheduling meetings with topics of interest, reviewing processes, policies and protocols and collaborating with all executive assistants to ensure the provision of quality and efficient services to leadership.
- Escalates topics to senior leadership on behalf of the administrative function.
QUALIFICATIONS:
Skills and Knowledge
- 15+ years professional executive support
- Exceptional people skills and a proven record of building successful relationships with internal/external partners
- Detail-oriented with strong problem-solving skills
- Strong time, and project management, organizational, and prioritization skills
- Project management and time management skills with the ability to manage multiple and sometimes competing priorities
- Refined written and verbal communication skills
- Ability to indirectly and directly lead the executive administrative business unit
- Strong computer skills including a high level of proficiency with MS Office, Adobe Acrobat and SharePoint
- Comfortable with and adept at learning new technology interfaces and software packages
- Proactive and positive attitude, highly motivated, self-directed with minimal daily supervision
- Demonstrated flexibility in adapting to new and varying situations
The Crosby Company Of New Hampshire is an equal opportunity employer. We believe that the most effective way to attract, develop and retain a diverse workforce is to build an enduring culture of inclusion and belonging.