Senior Executive Assistant - Scheduling

About the role

AMB Family Office is the support company for the Chairman and the Chairman's family as well as the investment management and support services arm of Arthur Blank's for-profit businesses. The Blank Family of Businesses portfolio includes The Arthur M. Blank Family Foundation, National Football League's Atlanta Falcons, Mercedes-Benz Stadium, PGA TOUR Superstore, Major League Soccer's Atlanta United FC, National Woman's Soccer League Atlanta, TGL's Atlanta Drive Golf Club, WTGL Atlanta, West Creek Ranch, Mountain Sky Guest Ranch , Auster at Dome Mountain, and Paradise Valley Ranch. While diverse in nature with unique operations and customers, these businesses are run based on a common set of core values, which focus on developing customer relationships, treating associates with respect, and supporting communities. Position Summary Reporting to and taking direction from the Sr. Manager, Administration, this position is part of the Office of the Chief of Staff (COS) and responsible for the coordination of calendars and schedules for the Chairman and his family. This includes the coordination of schedules of all family members, including ensuring that necessary information is provided for each meeting (via day files). Associate will have access to and be responsible for assembling highly confidential and sensitive information. The COS serves the Chairman and his family members, comprehensively addressing professional, business, philanthropic, and personal activities through scheduling, coordination, and other forms of administrative support. This position will engage with visitors and vendors as well as with internal staff at all levels of the organization. Multi-tasking and independent judgment are required to plan, prioritize and organize a diversified workload. This position requires the ability to work in a fast-paced, frequently changing environment, with discretion, professionalism and confidentiality. Roles and Responsibilities Administrative Management & Preparation Provide Scheduler Support for Chairman, alert as to meeting end times, and provide additional support as requested Quality Assurance: Daily proactive systematic review of calendar to include review of materials, attendees, potential conflicts, drive times and other logistics Scheduling of routine and recurring business meetings (including but not limited to Trustee Meetings, Internal Executives, ELT, PGATSS, AMBFF Trustee Meeting, Limited Partners, Atlanta Falcons Games, Atlanta United, etc.) some of which are subject to change and must be actively monitored for changes and updates Coordinate with Family Concierge on Occasional occurrences (birthdays, anniversaries, holidays, events, outings) and supporting details Close collaboration with the COS associates who receive information and updates about the schedules of other family members, in particular children, that may be updated and change on short notice Schedule all business and personal appointments, travel and meetings for the Chairman and his family. Ensure all advance items are done before Chairman arrives at his various doctor appointments, (i.e., insurance paperwork, insurance card, medical questions and all payments) Confirm lunch and dinner reservations as directed by Chairman Ensure ownership & meeting spaces and needs are met by appropriate associates (i.e., location, beverages, food, service, equipment needs, clean-up etc.) Communication Handle calls, emails and other requests for meetings and appointments that are made of and/or from the Chairman and/or his family Transcribe and disseminate morning voicemail list and serve as point person to follow-up and respond to Chairman and Chief of Staff In coordination with Sr. Manager, Administration, maintain daily "Update List" which is submitted to the Chairman (includes responses to voicemails, new updates, etc.). Submit a written report weekly to Sr. Manager, Administration which includes a weekly update and any open questions that have not been addressed throughout the week. Per Chairman's direction, communicate with specific members of his family/network in scheduling and event coordination. Confirm all meetings and appointments with attendees 1-2 weeks prior and 24 hours prior for all meetings the Chairman attends. Process Improvement/Incident Reduction In support of the overall scheduling process (including Administrative Material Management and other aspects), identify opportunities to create templates and/or automate recurring processes when this can improve efficiency and/or reduce errors Collaborate with the COS Office and IT Support to identify, test and implement templates, process and tech methods that can improve the scheduling process and reduce incidents Work to reduce incidents related to scheduling; report incidents using appropriate process identified by COS Office Business and Foundation Communications Develop and maintain relationships with all businesses and Foundation to anticipate and obt

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