Personal Assistant to the Chief Executive Officer

Position Overview: This is a new role joining the Administrative team supporting the CEO and will focus on the CEO personal needs, including that of his family. As the Personal Assistant to the Chief Executive Officer (CEO) you will be diving into a role where you'll provide dedicated executive-level administrative and special project support. You will be a key player in ensuring the CEO is as effective as possible in all aspects of his life.

An effective personal assistant should be able to anticipate needs and deliver personalized service. You must possess the finesse to cater to the unique requirements of each executive, talent, staff member, and board member with whom the CEO interacts, ensuring every interaction is characterized by exceptional service, mirroring the standards expected of the CEO.

Responsibilities:

·       Act as a point person for all the needs of the CEO and family whenever they attend an event or are traveling with the CEO on business trips. Handling the family’s travel and ensure they are provided with itineraries and kept in the loop of any changes

·       Schedule, coordinate, and manage personal appointments for CEO and family

·       Organize and maintain family contacts and preferred vendors

·       Manage gifting on behalf of the CEO and his family, including large projects such as holiday gifting and individual needs such as sending out flowers, etc.

·       Oversee management of multiple properties including a house calendar, repairs/maintenance, and keeping an organized list of vendors for each property. Act as a point of contact for any visitors to the property.

·       Make occasional trips to the properties to facilitate repairs, prepare for CEO’s arrival, or stock the property for an event.

·       Work directly with CEO’s personal driver and book car services as needed.

·       Deal directly with A-List talent to ensure they have seamless and high-quality experience when traveling with CEO.

·       Book restaurant reservations and arrange private dining experiences. 

·       At times, they may be responsible for planning large events, parties, and family vacations.

·       Coordinate complex travel logistics, including flights, ground transportation, and itinerary planning (Domestic, International, commercial and private)

• Process expenses and reimbursements for the Office of the CEO ensuring finances are handled with precision and in alignment with the budget.

·       At times, they may need to accompany the CEO on domestic and international trips

·       Interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, efficient, as well as a high level of professionalism and confidentiality

Education and Experience:

• 3 or more years of Applicable experience
• Applicable experiences include but not limited to: hospitality, entertainment, and administrative support to a C-level Executive
• Experience prioritizing calendars with ability to make judgement calls and decisions based on rapidly shifting priorities and schedule
• Experience working in a fast paced, often changing environment with efficiency and accuracy
• Strong business acumen with exemplary writing and communication skills
• Strong organization and project management skills, and excellent attention to detail

·       Ability to maintain a high level of confidentiality and consistent professionalism and judgmentTips: Provide a summary of the role, what success in the position looks like, and how this role fits into the organization overall.

Responsibilities

[Be specific when describing each of the responsibilities. Use gender-neutral, inclusive language.]

Example: Determine and develop user requirements for systems in production, to ensure maximum usability

Qualifications

[Some qualifications you may want to include are Skills, Education, Experience, or Certifications.]

Example: Excellent verbal and written communication skills