Full-time Executive Personal Assistant to CEO
Minimum: 2 years professional experience
Maximum: 7 years professional service
Our organization is seeking a reliable, highly organized and proactive assistant to support our Founder on a full time basis.
This position is in office full-time, Monday-Friday. In addition, you will need be available on nights and weekends and have access to a laptop, and wifi at all times. You will need to work evenings and additional hours from time to time for events. Some travel may occur.
The right candidate is more than just an assistant, you play an important part in the growth and efficiency of the company. You always think five steps ahead, you are extremely organized (it brings you joy), you have excellent communication skills and there is no task too small or too large that you can't handle. You will be the right hand of the Founder, assisting with both company and personal tasks and being a main point of contact for the Founder.
* Actively manage the CEO's calendar, and pro-actively resolve scheduling conflicts (or present options to facilitate decision making
* Coordinate all communication to and from CEO including full document creation, review, and editing with CEO, Screening calls and responding to letters & e-mails on CEO's behalf, Coordinate conference calls, Teams Meetings or Executive Leadership team(s)+ Attend certain meetings and accurately transcribe meetings notes. (aspirational, not right away)
* Support of CEO's personal finances (extensive), donations, paying bills, check deposits at local bank, errands, and phone calls, etc.
* Responsible for all administrative duties needed to maintain CEO and EA office environment
* Prepare monthly personal expense and revenue reports, travel reports etc.+ Reconcile CEO corporate & personal credit card statements and monitor charges + Annually work with accountants and investment entities to collaborate with and gather tax preparation material + Update monthly cash flows, income, and expense worksheets.
* Arrange complex Domestic and International travels for both personal and business purposes (Leisure travel portion includes 3 to 5 international trips, and 7 to 8 domestic trips annually)+ Knowledge of travel policies and practices with hotels, airlines, etc. imperative (you will have access to the Centurion level with AMEX Travel)
* Maintain files for correspondence, records, and personal matters + Maintain privacy of confidential records, documents, and correspondence
* Collaborate with various staff and departments in preparing special projects
* Assist in managing various properties (especially when out of town)
* Maintain a professional dress attire & appearance
Minimum of 3 years of experience providing administrative support to high-level executives
On occasion, be available evenings and weekends for calls or text message
Must have reliable independent car
Must be detail-oriented
Must be a highly motivated individual with a high level of initiative and an attitude of willingness to work outside defined job responsibilities
Must be a team player willing to assist others at all levels of the organization.
Bachelor's degree preferred
Proficient with MS Word, Excel, Outlook & PowerPoint
Discrete, trustworthy, with good prioritizing and problem-solving skills (especially in a changing landscape.)
Calm strong mentality under the pressure
Ability to exercise discretion and maintain strict confidentiality on all matters (personal and professional)
Ability to prioritize according to the CEO's needs efficiently with the ability to adapt quickly
Ability to evaluate processes and suggest improvements/alternative solutions
Strong organizational and time management skills with the ability to multi-task and work autonomously
Excellent interpersonal skills with the ability to maintain cooperative working relationships - both within the company and with business associates outside the company
Strong verbal and written communication skills, ability to communicate effectively with taking good notes and follow-up
MUST have a car, valid drivers license, clean driving record, and valid passport.
Required skills:
Positive attitude, a friendly person who doesn't lose their cool
Excellent at multitasking, you can organize your own calendar
You are able to meet deadlines
You can be flexible, change does not freak you out
Excellent communication skills
You know how to use Google sheets, Google calendar, Social Media Platforms
Excellent use of the English language (written/spoken)
Not required but a Plus:
Adobe Creative Suite
Expense/Accounting Skills
Previous agency or diplomatic experience
Your responsibilities:
Making phone calls
Email correspondence with vendors and company contacts
Setting up appointments
Scheduling service providers
Managing the Founder's calendar, creative calendar reminders and events
Take notes during meetings
Shopping for supplies/groceries and running errands
Help maintain workplace cleanliness and organization
Picking up/dropping off packages
Booking travel
Creating presentations
Assisting with sensitive and confidential situations
Driving to meetings, between the office and home office
Pick up and/or drop off guests
Booking and organizing models, makeup artists and hair stylists for photo shoots
Assisting Founder on ad-hoc company projects
Running various errands