Executive Assistant

Executive Assistant & Personal Assistant Job Description:

Salary $100k - 120K

Onsite

Our client is in search of a proactive, service-focused, team-oriented individual to serve as both Executive Assistant to the President of the organization and a Personal Assistant to ensure seamless operations. This role demands meticulous attention to detail, exceptional communication skills, organizational prowess, sound judgment, and an unwavering commitment to confidentiality. The successful candidate will be adept at multitasking, thrive in a fast-paced environment, and exhibit remarkable flexibility and composure.

Executive Assistant Responsibilities:

• Directly supports the president, extending occasional assistance to team members and other members of the Executive Committee.
• Acts as a strategic partner in managing the executives’ time, meticulously planning and coordinating schedules to ensure priorities are met, and non-essential tasks are delegated appropriately.
• Manages complex calendars with mastery, processes expense reports, optimizes travel schedules, itineraries, and agendas, ensuring smooth operations.
• Functions as a trusted confidant, maintaining the highest level of confidentiality, discretion, and integrity.
• Develops personalized expertise on executive preferences, behaviors, and schedules, anticipating needs and proactively addressing them.
• Facilitates internal communications, triaging and drafting email replies, and articulating strategy clearly and accurately.
• Establishes and maintains a highly organized system of documentation to enhance productivity and streamline processes.
• Organizes, executes, and supports team activities, including staff meetings, all-hands meetings, off-sites, and social events.
• Tracks and ensures the completion of key deliverables, following up on outstanding items such as meeting notes and action items.

Personal Assistant Responsibilities:

• Provides personal assistance to the President, including managing personal appointments, coordinating family schedules, deliveries, and handling personal correspondence.
• Assists with personal tasks such as errands, travel arrangements, and household management as needed.
• Provides support during personal travel, including itinerary management, and coordination of logistics.
• Coordinates household staff and ensures smooth operations of the President’s residence.
• Assists with event planning and execution for personal engagements, including parties, dinners, and philanthropic events.
• Handles special projects and requests on behalf of the President, demonstrating resourcefulness and attention to detail.
• Serves as a point of contact for family members, friends, and other personal contacts, maintaining relationships and facilitating communication effectively.
• Acts as a representative of the President in personal matters, demonstrating professionalism and discretion in all interactions.

REQUIRED QUALIFICATIONS:

• Strong organizational skills with the ability to manage multiple tasks seamlessly and with meticulous attention to detail.
• Exceptional interpersonal skills and the ability to build and nurture relationships with stakeholders.
• Expert-level written and verbal communication skills, capable of tailoring messages for diverse audiences.
• Proven problem-solving abilities with strong decision-making capabilities.
• Demonstrated capacity to handle confidential information with discretion, adapt to various demands, and provide top-notch customer service.
• Track record of achieving high performance goals and meeting deadlines in a fast-paced environment.
• Forward-thinking mindset with a proactive approach to process improvement.
• Solid project management skills.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• BA/BS degree in Marketing, Communications, English, Public Relations, Journalism, or a related field.
• A minimum of 3-5 years of corporate communications, marketing, or agency experience.
• Excellent communication, writing, and editing skills, with expertise in developing messaging for multiple audiences.
• Seven to ten years of experience supporting C-Level Executives preferred.
• Expertise in Outlook, PowerPoint, Excel, Word, web and video-based communication tools, and a high level of technical proficiency.