Executive Assistant

About the Role

Stella Maris Family Office is seeking a full-time, on-site Executive Assistant to provide high-level administrative and operational support to the Principal and CEO. This role requires an experienced professional who thrives in a fast-paced, highly confidential environment while serving as a trusted partner to senior leadership. The ideal candidate takes pride in accuracy, enjoys solving problems with limited direction, and aligns tasks with organizational goals. At Stella Maris Family Office, we invest in businesses for the long run, guided by a commitment to family, faith, and community well-being.

Responsibilities

• Executive & Family Support
  • Manage complex calendars for the Owner and key executive(s), including scheduling, prioritization, and conflict resolution.
  • Coordinate and maintain the Owner’s family calendar, including activities and logistics involving spouse and children.
  • Serve as a liaison for both business and select personal matters with a high level of discretion.
• Communication Management
  • Oversee and manage executive email communications, including drafting, prioritizing, and responding as appropriate.
  • Act as a gatekeeper to ensure efficient and effective communication flow.
• Travel Coordination
  • Plan and manage all executive travel arrangements, including flights, accommodations, transportation, and itineraries.
  • Anticipate travel needs and proactively resolve issues.
• Board & Meeting Support
  • Serve as liaison for board-related communications, materials, and scheduling.
  • Coordinate meeting logistics, including agendas, materials, and follow-ups.
  • Manage meeting room scheduling and hospitality arrangements.
• Operational & Administrative Support
  • Prepare, review, and submit expense reports to the Vice President.
  • Serve as EOS (Entrepreneurial Operating System) correspondent, supporting meeting cadence, documentation, and accountability tracking.
  • Maintain organization of key documents, records, and systems.
• Specialized & Personal Asset Management
  • Oversee administrative coordination for Owner’s family-related insurance, vehicle registrations, tags, and licensing.
  • Serve as point of contact for Owner’s family-related urgent matters, including after-hours availability as needed.
  • Assist with needs on-site at Owner’s family properties (some local driving is required).

Requirements

• Minimum of ten years of experience supporting C-Suite executives.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, team members, and external partners.
• Strong organizational, time management, and follow-through skills, with the ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office and related business tools.
• High degree of professionalism, confidentiality, discretion, and sound judgment.
• Expected to maintain flexibility and availability outside of normal business hours, including additional or irregular hours, as needed to meet job responsibilities and respond to time-sensitive needs.
• Comfortable working in a faith-based environment.
• Ability to build cross-functional relationships with executives and leaders across departments.
• Knowledge of Culture Index and EOS is a plus.

Additional Expectations

• Availability outside of standard business hours as needed to support executive and family priorities.
• Willingness to take on a wide range of responsibilities in a hands-on, team-oriented environment.
• Handle other duties as required.

Work Environment & Physical Demands

This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, and copy machines. Must be able to bend, stoop, reach, and lift up to 25 lbs. While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This may require the ability to lift files, open filing cabinets, and bend or stand as necessary.

Schedule

This position is scheduled to work Monday through Friday, 8:00 AM – 5:00 PM at the 23889 W 40th Street, Shawnee, KS 66226 location.