Executive Assistant & Office Manager

Job Type

Full-time

Description

This position is with Bel Sogno Enterprises, a sister company of Open Network Exchange.

We are seeking an experienced, highly competent and discreet professional to fill a fast-paced, multifaceted position for busy family-based investment office. This Executive Assistant & Office Manager position will provide personal and professional support to the Founders. This individual will play a key role in the success of the business by ensuring the efficiency of daily operations, managing communications and assisting in leveraging the time of the Founders by coordinating and executing on critical tasks and projects. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise and brings a solutions-oriented mindset with a sense of urgency to every task. The individual is personally flexible, highly driven and results oriented.

Position Objectives

• Maximize the time and effectiveness of the Founders
• Assist in developing and supporting the necessary organization and structure to assist the BSE team to meet or exceed business objectives
• Support a positive work environment, teamwork, cost and time efficiencies and the success of BSE projects and the maximization of profits of BSE and related portfolio companies
  
  

Responsibilities

Executive Support:

• Manage complex calendar for the Founders including scheduling meetings, personal appointments and travel
• Manage personal/professional contacts database and services records
• Time management – support for meeting and exceeding corporate and personal objectives
• Prepare and organize materials for meetings, presentations and reports
• Handle confidential and sensitive information with the utmost discretion
• Assist with personal errands as needed, including shopping, returns and gift purchasing
• Assist with personal tasks/administration such as insurance policy management, claims processing, security and home-based services, dining reservations, airport pick-ups, car services coordination, etc.
  
  

Communication & Liaison

• Serve as the gatekeeper for internal and external communications on behalf of Founders
• Draft, edit, and proofread correspondence, memos, and presentations, as needed
• Coordinate and facilitate communications and meetings between Founders and senior leaders, internal teams and/or external stakeholders
  
  

Meeting & Event Coordination

• Organize executive team meetings, including preparing agendas, capturing notes, and tracking action items
• Support planning and execution of off-site business/board meetings, employee retreats, ‘town halls’, and other high-level business and personal events
  
  

Travel Support

• Manage jet schedule and travel itineraries for Founders
• Coordination of all commercial travel for Founders (and others as needed) with VIP Travel Dept
• Coordinate with pilots as needed for jet travel passenger logs/logistics/catering
• Manage input required for Airplane Manager system
• Manage jet flight logs / reporting to CPA quarterly
  
  

Operational Support

• Manage expense reporting and reimbursements for Founders
• Maintain organized digital files and reference systems related to executive operations and personal matters
• Coordination of electronic / automation, such as personal phone/laptop devise set up/maintenance/support with IT, coordination of vendor accounts (Zoom, Teams, projection devises, etc.)
  
  

Office Management

• Oversee day-to-day office operations/needs of Founders, ensuring the offices/workspace is organized, stocked, and running efficiently for all staff, as well as coordinating catering for meetings, as needed
• Serve as the primary contact for office vendors, service providers, cleaning staff, and building management
• Manage office supplies and inventory
  
  

Estate And Property Management

• Oversee operations and maintenance for private residences (currently 4) and other real estate owned by BSE (Jet Hangar, rental properties, etc.), managing staff and vendors, guest logistics and instructions, and seasonal needs to ensure properties are well-maintained, and guest-ready. Manage handy man and property management personnel in tasks/responsibilities in each respective property
• Assistance with new home construction management/administration/coordination with architects, builder, designer, vendors, etc
  
  

Event Suite Tickets

• Manage the Company’s private sport/event suite, including interfacing with arena executives, ticket allocation, guest communications, event coordination, catering and hospitality logistics
  
  

Misc. Projects, As Needed

• Assist with misc. special projects (personal and business) as needed, such as home or office moves, inventory administration, etc
• Home organization assistance – (Scottsdale, Colorado, London, Mexico)
• VIP Client/Tradeshow Event Support (cruise or travel related client and event support)
  
  

Travel Requirements

• Some projects could include the opportunity to travel – not a requirement for the position
  
  

Requirements

• 5+ years of successful experience supporting C-level executive(s)
• Exceptional work ethic
• Exceptional organizational, multitasking and problem-solving capabilities
• Strong written and verbal communication skills
• Ability to work with proficiency and a sense of urgency with all projects/responsibilities
• Proficiency in Microsoft Office Suite, Google Workspace, and calendar tools
• High level of discretion, professionalism and emotional intelligence
• Ability to manage multiple priorities and work effectively under pressure
• Professional demeanor, polished image, and a confident presence when interacting with executives, team members and external partners; ability to work well with others (at all levels)
• Professional maturity/business intelligence required to assist high-level executives
• Ability to manage staff
• Compassion/love of dogs
  
  

Physical Requirements

• Flexible schedule and availability, as needed
• Maintain high activity levels; at times requires prolonged periods working on a computer
  
  

Office Highlights – Scottsdale, AZ

• Modern office / working environment offering free access to onsite gym, showers, lounges and parking
• Free drinks/snacks and occasional employee lunches served in office
• Onsite Press Coffee available
  
  

Attire

• Primarily smart casual, business attire at times when business partners are present
  
  

What We Offer

• Competitive Compensation Package
• Flexible Personal Time (Personal/Vacation/Sick)
• Exclusive Team Member Travel Discounts / Vacation Home access
• Medical Insurance for Employee (preferred rates for spouse/family)
• Affordable Dental and Vision Insurance
• HSA with Company Contribution
• 401(k) Plan
• Pet Benefits
• Access to free Arena Suite Tickets for select concerts, sporting events, etc.
  
  

About The Company

Bel Sogno Enterprises (BSE) is a Scottsdale-based investment office for the Rowley family. The office is located in Scottsdale Arizona 85026. BSE manages investments in public stock, real estate holdings, business entities, and venture capital deployed on new entrepreneurial opportunities.

BSE is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline or discharge, will be based on merit, competence, performance and business needs. We do not discriminate based on race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic info, gender, sexual orientation, gender identity or expression, veteran status or any other status protected under federal, state, or local law.