Fantastic new role for a HIGH end PA/EA who has worked for and alongside C level executives, high net worth individuals OR AAA list celebrities — managing all admin and personal needs.
(Please do not apply if you do need meet these very specific requirements)
Seeking someone who is highly polished, enjoys fashion but ultimately enjoys being the right hand person to a savvy and dynamic person who has multiple things happening at all times. MUST not have an ego as you must have an attitude that no job is too big or too small. Must have confidence and capabilities on your own but will also be caring and concerned for the employer.
PA/EA to Chairman and CEO of Fashion Co.
Downtown (with travel about once a week and more when there is a book tour)
70K – 100K plus benefits etc.
Act as gatekeeper at all times, be meticulously organized, detailed, a problem solver and proactive.
Manage CEO’s calendar and appointments, ensuring CEO is adequately informed and prepared in advance.
Conduct research to provide CEO, independently and as assigned, relating to business contacts as well as business and personal dealings. High level of taste as it relates to curating CEO’s business life is essential.
Maintain a constantly updated list of personal and professional contacts.
Draft mail, letters, and correspondence on behalf of the CEO, ensuring that time-sensitive deadlines are met.
Manage CEO’s personal and business correspondence, acting as not only Executive Assistant but as business manager to the CEO’s personal affairs as well. Manage and interact with contractors, financial advisors, accountants, attorneys, doctors, etc.
Will BE OK to do all PA work — Packing and unpacking, some errands or grabbing coffee , lunch etc. Will work closely as well with a HSKP at the house who manages many needs for the home.
Respond to all emails promptly, accurately, and politely both during and after business hours.
· Personal buying: gifts for personal and professional contacts
Prepare records such as agenda, notices, minutes, and resolutions for meetings, ensuring that materials are distributed in advance.
Prepare presentations, slide decks, and speaking notes for CEO
Serve as a liaison between the CEO and business contacts.
Assists with sorting, prioritization and disposition of incoming calls and correspondence (email and postal mail), responding independently when appropriate.
· Arrange and coordinate business meetings, conferences, special functions, appointments, full event coordination including site selection, managing the budget, preparing agendas, etc.
· Arrange and coordinate travel schedules and reservations. Manage travel plans to ensure they are aligned with meeting requirements.
Must have excellent taste in food, entertainment, travel, and fashion, staying constantly abreast of new restaurants, travel destinations, etc.
Must be extremely proactive, confident, and assertive (while maintaining politeness), assuring efficiency in all dealings. Ability to understand current and new technologies as it relates to the role is critical.
Must have excellent verbal and writing skills, with impeccable handwriting.
Must understand the basics of business and personal finance, with an ability to quickly identify stakeholders in various scenarios, liaising constantly with internal and external partners.
Must be able to solve problems independently, finding creative answers to abstract questions, assignments – essentially, you must be an excellent problem solver.
Must understand and have extensive working knowledge of travel arrangement protocols. Be able to provide seamless travel plans to CEO.
Communication: excellent phone manners and email correspondence, especially in being able to deal effectively, professionally and cordially with individuals.
Must be extremely independent, self-aware, and sensitive to others – ability to predict needs before they arise is critical to success in this role
Must be self-motivated, proactive, with excellent time management skills. There is no downtime in this role – the successful candidate will be self directed and able to assign herself/himself tasks independently.
Task oriented with a strong attention to detail when composing, typing and proofing materials.
Ability to prioritize competing tasks within deadlines and flexibility to adapt to constant schedule changes
Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands.
Must be able to multi-task and balance numerous responsibilities
Skills and experience
Bachelor’s Degree and 4+ years’ of executive level administrative experience.
Strong communication skills are critical (phone, email, in-person, etc.)
Exceptional writing and grammar skills (resumes without cover letters will not be considered)
Proficient in Microsoft Office programs (Outlook, Word, PowerPoint, and Excel), Visio, and Adobe, as well as Gmail and Google Apps for Business.
Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking, project management, and working under pressure
Punctuality and consistent dependability is critical
Flexibility to meet the President/CEO’s demanding schedule
Ability to maintain absolute confidentiality in all aspects of performance
High level of maturity, courtesy and self-confidence
Must be patient, self-reliant and poised while presenting a highly professional image.
Team player with ability to be flexible while working in a fast-paced, deadline-driven, ever-changing environment
· Must be willing to travel, occasionally on short notice, up to 15% of the year
· When principal is traveling in different time zones, must be available by phone and email 24 hours a day – occasionally working odd hours to accommodate schedule
· Must be able to answer emails on weekends and evenings