Position Summary: The Executive Assistant of Fernwood Management provides administrative support across various departments, assisting with tasks related to executive support, human resources, data entry, document review and filing, and general office support. The ideal candidate is organized, proactive, and able to manage multiple tasks while maintaining a high level of accuracy and confidentiality. Position Responsibilities may include, but not limited to: Team/Family/Office Support & Administration: + Perform various administrative tasks for President and other Team Members as needed (e.g., notary services, catering for meetings, travel arrangements, expense reports) + Maintain and update reference information in Share Drive, Password Management System, and Microsoft Teams folders + Monitor stock levels of office supplies and order necessary items + Manage the Fernwood Celebration Corner by announcing team anniversaries and other news, order birthday cards for team members, ensuring timely delivery + Provide break relief for reception staff as scheduled Payroll & Personnel Assistance: + Assist with household staff payroll processing by collecting, entering, and reviewing timesheets, PTO forms, and other data in UKG (Kronos). Maintain documentation + Update staff information, including terminations and contact details, in coordination with HR + Create and maintain online personnel files in coordination with HR + Employee Onboarding and Offboarding: Set up new employees with necessary materials (keys, supplies, name tags, business cards) and ensure proper updates to contact lists; collect materials and update records for terminated employees Mail and Document Management: + Distribute incoming mail and ensure correct routing and filing + Download and handle sensitive documents, such as bank statements, ensuring proper scanning and shredding + Coordinate with team members for shipping needs and approve shipping bills for payment Operations/Finance Support: + Track and file new and returned vehicle information and insurance documentation; ensure that all vehicle and insurance-related documents are up-to-date and saved in the appropriate folders. Distribute auto ID cards as appropriate + Review home/auto insurance invoices for accuracy and validate amounts for payment + Enter purchases into tracker, save invoices, and communicate to team members as appropriate Required Skills and Experience: + Associate’s degree and 7+ years’ experience in a professional environment providing administrative support to multiple team members and prior experience assisting high-level executives + Must demonstrate a high level of confidentiality; integrity is paramount + Strong interpersonal skills and the ability to build relationships with stakeholders + Display a can-do attitude and a desire to grow and take on more responsibility + Ability to be self-directed and work independently but also work well with others at all levels + Must possess strong organizational and multi-tasking skills; must have ability to prioritize appropriately + Excellent verbal and written communication skills, extreme professionalism + Proficiency in Microsoft Office, especially in Outlook, Word & Excel Preferred Skills and Experience: + High-level Executive Support + Family Office/General Office experience + Notary (will pay for someone to obtain if they don’t have it) + UKG/Kronos Experience Benefits At the Reyes Family of Businesses, our Total Rewards Strategy prioritizes the holistic well-being of our employees. This position offers a comprehensive benefits package that includes Medical, Dental, Vision coverage, Paid Time Off, Retirement Benefits, and complimentary Health Screenings. Equal Opportunity Employee & Physical Demands Reyes Holdings and its businesses are equal opportunity employers. Company policy prohibits discrimination and harassment against any applicant or employee based on race, color, religion, sex, pregnancy or pregnancy-related medical conditions, marital status, sexual orientation, gender identity or expression, age, national origin, citizenship, disability, genetic information, military or veteran status, or any other basis protected by applicable law. In addition, the Company is committed to providing reasonable accommodation to applicants and employees in accordance with applicable law. Requests for accommodation should be directed to your point of contact in the Talent Acquisition or Human Resources departments. Background Check and Drug Screening Offers of employment are contingent upon successful completion of a background check and drug screening. Pay Transparency Our compensation philosophy embraces diverse factors for fair pay decisions, valuing skills, experience, and the needs of our business. Moreover, this role may have the opportunity to participate in a discretionary incentive program, subject to program rules. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and gender identity, national origin, disability, or protected veteran status. Drug Free Workplace.