Family Leadership Assistant

Position Summary:

The Stoffer Home Family Leadership Assistant serves as a trusted partner primarily to the Founder/CEO and secondarily to four other family members involved in the business, providing high-level administrative, organizational, and project coordination support to maximize executive effectiveness and ensure the seamless execution of business priorities. This role manages complex calendars, meetings, travel, communications, presentations, correspondence, and special projects while serving as a primary point of contact for internal and external stakeholders.

The Family Leadership Assistant anticipates needs, exercises sound judgment and discretion, and ensures executives are well-prepared for meetings, media appearances, events, hosting, travel, and key business initiatives. This position develops and maintains efficient administrative systems, coordinates executive communications, manages business records, and oversees a wide variety of time-sensitive tasks with professionalism, accuracy, and attention to detail.

Success in this role requires exceptional organization, proactive problem-solving, and the ability to manage multiple priorities in a fast-paced, dynamic environment while maintaining the highest level of confidentiality and professionalism.

Essential Responsibilities:

Manage the Founder/CEO's and family’s complex calendars by coordinating meetings, appointments, scheduling requests, and priorities while ensuring effective time management.
Coordinate all meeting logistics, including agendas, materials, meeting preparation, and follow-up on action items and key decisions.
Manage executive communications by drafting presentations, correspondence, reports, and other business documents while maintaining organized records and archives.
Coordinate executives’ role in appearances, special events, speaking engagements, and production activities, ensuring all logistics are planned and executed successfully.
Prepare executives and other team members for media appearances, photo shoots, interviews, and filming, including coordinating wardrobe, personal care, schedules, and supporting logistics as needed.
Arrange domestic and international business travel, including flights, accommodations, ground transportation, itineraries, meeting coordination, and related travel logistics. Coordinate personal travel arrangements for the Business Owner(s) as requested.
Prepare, distribute, and maintain executive reports, business updates, and other organizational communications in accordance with leadership expectations.
Coordinate, schedule, and manage day-to-day personal needs for the Principal as requested.
Oversee interior organization, supply inventory, and routine maintenance by coordinating cleaners and groundskeepers.
Procure and manage hosting necessities, including guest preparations and entertaining needs.
Oversee vendor deliveries, handle returns, and manage corporate and personal gifting workflows.
Perform other duties as assigned.

Supervision Received:

Limited Direction: Works from overall policies, goals, and budgetary limits. Virtually self-supervising with direct accountability for final results.

Supervisory Responsibilities:

No supervisory responsibilities.

Education & Experience:

Bachelor's degree preferred.
Three (3) to five (5) years of experience providing executive-level administrative support to a business owner, CEO, or other senior executive preferred or like experience.

Other Knowledge, Skills & Abilities:

Exceptional verbal, written, and interpersonal communication skills, with the ability to interact professionally and effectively with executives, employees, clients, vendors, and external partners.
Strong technical aptitude with the ability to quickly learn and effectively utilize AI, new software, systems, and technology.
Capacity to travel and work long hours, occasional weekends and evenings.
Demonstrated sound judgment, professionalism, and unquestionable integrity, with the ability to handle highly confidential and sensitive information with discretion.
Exceptional organizational and time management skills, with the ability to prioritize competing demands and manage multiple projects in a fast-paced environment with minimal supervision.
Proactive, resourceful, and detail-oriented, with strong critical thinking and problem-solving skills.
Ability to anticipate executive needs, exercise independent judgment, and adapt quickly to changing priorities.
Collaborative team player with a positive, service-oriented approach and a commitment to supporting organizational success.
Demonstrated ability to build positive working relationships with individuals from diverse backgrounds, experiences, and perspectives.

Core Competencies:

Detail Oriented: Meticulous attention to all aspects of a situation or task and ensures accuracy in documentation and data. Honesty/Integrity: Ability to act in a fair and just manner, free from deception.
Coordination: Ability to synchronize and integrate activities and responsibilities to ensure that the resources of an organization are used most efficiently in pursuit of the specified objectives.
Organized: Ability to be structured and methodical in working skills, balancing multiple projects, and prioritizing.
Relationship Building: Ability to establish and maintain a good rapport and cooperative relationship with customers and co-workers.
Values Alignment: Holds a common language of values about how their personal values, vision, and goals align with those of an organization.
Demonstrates the mental, emotional, and physical endurance required to thrive in a high-demand, fast-paced environment.
Maintains exceptional focus, sound judgment, and poise under pressure while navigating shifting priorities and complex, multi-faceted tasks.
Ability to manage active household logistics, vendor coordination, and hands-on preparation.