Executive Personal Assistant

Job Summary
We are seeking a highly organized and proactive Executive Personal Assistant to provide comprehensive support to our President. The ideal candidate will possess exceptional administrative skills and keen attention to detail, ensuring that daily operations run smoothly. This role requires a dynamic individual who can manage multiple tasks efficiently while maintaining a high level of professionalism. This Personal Assistant will contribute significantly to the efficiency of our President while developing valuable skills in a supportive environment.

Duties

• Manage and organize schedules, appointments, and meetings for the President.
• Coordinate travel arrangements, including flights, accommodations, and itineraries.
• Assist in event planning and execution, ensuring all details are handled effectively.
• Handle incoming calls and correspondence with excellent phone etiquette.
• Maintain organized filing systems for documents and records.
• Proofread documents for accuracy and clarity before distribution.
• Support office management tasks, including inventory management and supply orders.
• Serve as a liaison between executives and other staff members or clients.
• Perform general clerical duties to support the office environment.
• Booking appointments and making reservations
• Managing the purchase and delivery of various items for the President's personal needs
• Managing grocery and item inventory in
• Running miscellaneous personal errands
• Coordinating health appointments
• Managing house management, service providers, and housekeeper.
• Miscellaneous personal and business projects.
• Personal calendar management and appointment scheduling (doctor’s appts, personal appts, meal reservations)
• Run local errands
• Maintain residence inventory and backstock (food, living essentials)
• Assist with travel planning (itinerary creation, ground transportation, airfare, private charters, hotel accommodations, dining, and plan/book activities)
• Aid in general day-to-day functions
• Ordering, receiving, sorting packages, and managing returns
• Personal online ordering and gifting for friends and family
• Responsible for maintaining the President’s residence including scheduling and meeting vendors and making sure the property is always tidy and organized
• Coordinate home improvement projects, including scheduling contractors, obtaining quotes, and ensuring that work is completed on time and within budget.
• Manage household budgets as needed and take care of incoming mail.
• Run errands as needed, including UPS/FedEx drop-offs, picking up dry cleaning, and making other necessary purchases.
• Coordinate with other household staff, including gardener and housekeeper, to ensure that all tasks are completed on time and to a high standard.
• Manage other ad-hoc tasks and projects as assigned

Skills

• Strong organizational skills with the ability to prioritize tasks effectively.
• Proficiency in office management software and phone systems.
• Excellent proofreading abilities with attention to detail in written communication.
• Strong phone etiquette and interpersonal skills for effective communication.
• Experience in event planning is a plus.
• Ability to work independently as well as part of a team in a fast-paced environment.
• Familiarity with administrative tasks such as filing, scheduling, and record keeping.

Qualifications

• Strong organizational and time management skills, with the ability to prioritize tasks and manage competing demands.
• Excellent communication and interpersonal skills, with the ability to build strong relationships with family members and external partners.
• Ability to work independently and take ownership of tasks with a proactive and solutions-oriented approach.
• Flexibility and adaptability to last-minute changes in schedule.
• Strong attention to detail and ability to anticipate the needs of the President
• Ability to multitask by handling multiple projects and steps in an effective and efficient manner to work towards task completion.
• Discretion and confidentiality when dealing with sensitive information.
• Have a can-do attitude and positive outlook on life.
• Current and valid DL and the ability to carry you on our auto insurance is required.
• Excellent verbal and written communicator
• Reliable and can make yourself available for communication outside of normal hours should the executive need assistance/confirmations.
• Expert project management/organization skills and exceptional attention to detail.
• Able to work well under pressure, be adaptable to change, and pivot quickly when priorities shift.
• Must possess superior judgment, professionalism, and the ability to always maintain the highest level of confidentiality.
• Proactive and resourceful, sees something that needs to be done, and takes the initiative to act.
• Willingness to work hard and take direction while also anticipating problems and their solutions without explicit guidance.

You could be great at this position if you triple-check your work and notice when the smallest details don’t match. You are an execution machine. When you're tasked with something, it's done with the utmost thought and care. You have a No job too big or too small and can-do attitude. You feel a sense of accomplishment after seeing a project come to fruition and can't wait to take on the next task with the same level of energy.

Job Type: Full-time

Pay: $22.00 - $26.00 per hour

Expected hours: 36 – 45 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• On call

License/Certification:

• Driver's License (Required)

Willingness to travel:

• 75% (Preferred)

Work Location: On the road

Salary : $22 - $26