Family Office Executive Assistant

Due to extended growth, Stella Maris Family Office is seeking a full-time, on-site Executive Assistant in Shawnee to provide high-level administrative and operational support to the Principal and CEO. This role is ideal for an experienced professional who thrives in a fast-paced, highly confidential environment and serves as a trusted partner to senior leadership.

About the role

The Executive Assistant will serve as a key point of contact for the Principal and CEO, helping manage communication, scheduling, travel, follow-up, and daily priorities. This role requires sound judgment, discretion, initiative, and the ability to anticipate needs, resolve issues, and maintain alignment across the leadership team.

Responsibilities

• Provide high-level administrative support to the Principal and CEO.
• Manage email, calendars, meetings, schedules, expense reports, and follow-up on action items to ensure priorities are handled efficiently.
• Coordinate executive travel, logistics, and related administrative details.
• Organize and prioritize communications, including correspondence, meeting requests, and time-sensitive information.
• Serve as a communication bridge among leadership, supporting clear information flow and organizational alignment.
• Build strong working relationships with executives, team members, and external partners.
• Handle confidential matters with professionalism, discretion, and sound judgment.
• Proactively identify priorities, resolve issues, and support the executive team in managing day-to-day responsibilities.
• Collaborate with other family members as needed to support household and family priorities.
• Provide support to the Project Manager during emergency situations, as needed.

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.
• 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.

Core Competencies

• Discretion & Trustworthiness – Handles sensitive information with the highest level of confidentiality.
• Proactive Mindset – Anticipates needs and addresses issues before they arise.
• Adaptability – Thrives in a fast-paced, evolving environment.
• Attention to Detail – Ensures accuracy across all responsibilities.
• Relationship Management – Builds strong, professional relationships across stakeholders.

Schedule

This position is scheduled to work Monday through Friday, 8:00 a.m. to 5:00 p.m., based at the office located at 23889 W. 40th Street, Shawnee, KS 66226. Availability outside of standard business hours may be required to support executive priorities.

Work Environment & Physical Demands

This job operates in a clerical office setting and routinely uses standard office equipment such as computers, phones, and copy machines. The role requires the ability to bend, stoop, reach, and lift up to 25 lbs. The employee must be able to talk or hear and possess close vision with the ability to adjust focus. This may require lifting files, opening filing cabinets, and bending or standing as necessary.