We are seeking an experienced, proactive, detail oriented and highly organized Executive Personal Assistant to support our senior level Executive. The ideal person for this job will be a proactive problem solver with exceptional communication skills, meticulous attention to detail, is an expert in etiquette and protocol, and genuinely enjoys being in a supportive role assisting with an Executives needs and keeping their life running smoothly.

WHAT YOU’LL DO

This role wears many hats including general administrative duties, maintaining and managing calendars, making travel arrangements, running point on home tasks, scheduling the employer’s household staff, cleaning and maintenance (hands on or scheduling), entertaining and etiquette and much more!

  • Manage and maintain guest lists, gifts and correspondences
  • Review and negotiate contracts for service providers
  • Create and maintain operating manuals for high-tech systems, home offices and any place that requires regular maintenance
  • Record keeping (warranties, NDAs, tax documents)
  • Manage and pick up daily mail and receiving deliveries
  • Drop off and pick-up dry cleaning, personal shopping, care of clothing, etc.
  • Organization of the home office and other areas  
  • Coordination and scheduling of service contractors
  • Supervision of service contractors
  • Manage handyman and vendor work as needed including qualifying the level of work
  • Hire and supervision of other supporting staff  
  • Coordinate staff at remote locations
  • Manage art collection and logistics
  • Schedule all internal and external meetings and appointments
  • Track Employer’s speaking and recognition accomplishments
  • Arrange domestic and international travel
  • Protect and maintain executive privacy in transactions
  • Conducting research and performing detailed analysis to complete various projects
  • Coordinate and manage Executives’ security
  • Respond promptly to employer’s queries and requests
  • Other duties as assigned

WHAT YOU’LL NEED TO BE SUCCESSFUL

  • 3+ years of recent, long-term, professional experience as an Executive Personal Assistant
  • Executive Assistant experience
  • Strong organizational skills and attention to detail
  • Ability to adapt to changing situation and to evolve along with it
  • Strong written correspondence and verbal communication skills
  • Strong computer operation experience
  • Expert level skills in Microsoft Word, Excel, PowerPoint and Outlook
  • Reliable, honest, and trustworthy
  • Ability to maintain respectful relations to all the interfaces made on behalf of the employer
  • Ability to plan, organize, and multitask with minimal supervision
  • Ability to handle confidential information professionally
  • Strong calendaring experience, preferably dealing with complex meeting scheduling and shifting priorities
  • Previous experience with complex travel arrangements  
  • Valid driver’s license, access to reliable transportation, proof of auto insurance and safe driving record
  • Up to date vaccination
  • Background checks expected
  • Ability to identify and care for fine china, silver, crystal, artwork, antiques, and cars

This is a full-time onsite role. Must be local (or willing to relocate) and willing and able to work out of the Executives home office.

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