What are the responsibilities and job description for the KO524 - Full- Time Personal Assistant to CEO - SoHo position at British American Household Staffing?
Overview
A busy firm is seeking an experienced personal / executive assistant to support and be the right hand to the Chairman of both an established Asset Management Firm and fashion firm in the New York area. Job duties will require about 70% personal assisting and about 30% administrative / business related needs. This is growing into a 3 person EA / PA team. You will work in tandem with a second EA / PA with your role primarily supporting the executive’s personal needs. The schedule is generally Monday through Friday, 9am to 6pm, with 24 / 7 availability, managing after-hour and weekend requests from the principal and family.
Responsibilities
Responsibilities include :
Handles personal matters as necessary, including, but not limited to :
Preparing correspondence on behalf of Chairman
Liaising with household staff on various errands and deliveries
Maintaining personal / family agenda
Booking dining reservations, personal appointments, and confirming attendance to various events
Booking personal trips for Chairman and family / extended family
Maintain family records, properly documenting all family preferences and needs for the team’s reference
Provides high level administrative support to Chairman
Manages various properties by coordinating vendors and staff for all maintenance needs, shopping, deliveries, and travel
Assist in planning various events including dinner parties and brand related parties
Maintains heavy, complex and frequently changing calendar
Coordinates all aspects of appointments, meetings, and conference calls, preparing and reviewing materials and correspondence for meetings
Conducts research for personal projects for Principal including gifting, activities of interest, etc.
Schedules domestic / international travel arrangements including developing itineraries and agendas, books transportation, and arranges lodging, dining and meeting accommodations
Answers and screens a high volume of incoming phone calls, texts and emails
Manages and tracks all orders and shipping for Principal, family members and all homes
Assists with creation and management of staff information and work equipment
Manages and updates all office files and storage systems for all home and personal data, vendors, and personal accounts
Works closely with accounting and bill-pay team to review invoices and monthly expenses, obtaining payment approval from Principal as needed
Manages large-scale projects (i.e. home renovations, moves, etc.), ensuring communication and coordination between involved parties, service providers, and Principal
Qualifications
Ability to work independently and multi-task
Detail oriented with exceptional organizational skills
Ability to delegate and work well within a team
Exceedingly flexible and able to prioritize in fast paced environment, and problem solve when needed
Drivers license a plus, but not required
Spanish speaking a plus, but not required
Requirements
Bachelor’s degree
At least 5 years of previous experience as a PA and EA
Ability to interact diplomatically and professionally, while maintaining the highest level of confidentiality
Expert level written and verbal communication skills, strong decision making ability and attention to detail
Ability to work in a high-pressure environment
Available after normal business hours
Power user in Microsoft Outlook, Word, and Power-Point and proficient in Excel
Salary and Benefits
Pay does depend on experience and ranges from $125k-$175k plus benefits
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