Full time Personal / Exec Assistant to Manage Busy Exec’s Home and Personal Life
General Hours: 6am – 3pm plus OT as needed
Salary: 65K – 80K plus will considerer monies for HB
Ideal person will be fast and efficient, thrives being an assistant and truly know-how to get the job done well!
— Manage all aspects of household including housekeeper, food and beverage stocking, identifying booking and overseeing all repairs, managing handymen and other vendors, managing dry cleaners, ensuring house is guest / client ready;
— Manages, updates and keeps current personal calendar and reviews daily;
— Manages most aspects of Exec’s personal life;
— Sets up and manages all aspects of home office, files, invoices, bills, purchases, filing systems;
— Run errands;
— Handles and sorts mail; accepts and manages deliveries, packages, returns; tracks credits;
— Schedules frequent messenger pick up and deliveries;
— Interfaces with building concierge, books house car when available, has keys
Made when necessary, etc.
— Handles basic communications with building, vendors, etc.
— Sets up and manages organization of all aspects of house, on site storage units.
— Coordinates, schedules and help manage team of professional service providers;
— Manage all aspects of
business and personal travel, including booking, rescheduling, tracking all air, ground, lodging and dining reservations; quickly learns and incorporates hotel and air preferences; tracks and uses loyalty and points programs; submits business travel for reimbursement;
— Handles all grocery, liquor and beverage ordering to meet entertaining and personal diet needs;
— Manages training schedule, trainers; keep exec on track and on time for training sessions.
— Manages medical appointments, prescription ordering; submission and tracking of medical reimbursements;
— Manages wardrobe and closet to make sure housekeeper has everything pressed, cleaned and ready.
— Sets up and manages operational systems to streamline all functions possible;
— Summarizes progress daily in chart or short report format.
— 5 years + experience in exec assistant role;
— Morning person – hours from 6:00 am to 3:00 pm during weekdays;
— Highly organized and resourceful;
— Solid verbal and written communication skills;
— Efficient, type A, natural problem solver, multi-tasker, detail oriented
— Functions well with little direction, but no attitude if direction given;
— Without ego, does not feel certain tasks beneath them; does not push back or require explanations or justifications for tasks requested;
— Positive attitude, accepts constructive feedback well; diplomatic; ability to handle stress and deadline driven, fast paced, evolving environment;
— Dependable, honest and discreet;
— Proficient with technology;
— Experience developing basic organizational and communication systems / processes to bring structure and operationalize functions;
— Experience managing housekeeping staff.