Personal Assistant to Executive

Our client, an NYC-based executive who runs a non-profit is looking for an experienced executive assistant/personal assistant to provide personalized support in tasks related both to the work of the non-profit as well as in tasks related to the executive’s home and personal needs. This position varies from day to day, and may include such things as making and receiving phone calls and emails; planning and managing the executive’s calendar; assisting with matters related to the executive’s homes (for example, online shopping and returns of furniture or other household items as well as coordinating repairs with maintenance professionals); assisting with personal matters (for example, coordinating invitations and communications related to social events as well as day to day online shopping and returns).

We are looking for someone who will work in an extremely well-organized fashion, be responsive and timely, as well as proactive in ensuring that the executive’s needs are met, and in keeping the executive up to date on the status of matters. This individual also has to be extremely strong in interpersonal communication skills, both verbally and in writing, with the ability to speak and write in a professional yet personable manner, no matter whom they are communicating with.

Our ideal candidate is great at keeping multiple projects moving at the same time while tracking the status of each project and keeping the executive up to date on that status. Additionally, this candidate should be able to work in a calm and measured manner, no matter how busy things get.

This is an exciting opportunity to work closely with a busy executive while working alongside other staff out of an office in this executive’s beautiful home in NYC’s Upper East Side as well as remotely.

ESSENTIAL FUNCTIONS:

These statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required.

• Calendar Management: Efficiently managing the executive's calendar, scheduling appointments, meetings, and conference calls while considering priorities and minimizing conflicts.
• Communication: Facilitating clear and concise communication, including drafting emails, memos, and other correspondence on behalf of the executive.
• Travel Arrangements: Coordinating travel arrangements, including flights, accommodations, and itineraries, to ensure smooth trips.
• Task Prioritization: Identifying and prioritizing tasks, ensuring deadlines are met, and adjusting schedules as necessary to accommodate urgent matters.
• Information Management: Organizing and maintaining information and documents (both electronically and physically), and ensuring easy access when required.
• Meeting Support: Preparing meeting agendas and materials, and possibly participating in meetings to take notes and assist with follow-up actions.
• Project Coordination: Assisting in the coordination and management of various business and personal projects, liaising with others to ensure successful execution.
• Shopping and Returns: Managing purchases and returns on behalf of the executive, ensuring accurate orders, tracking shipments, and handling returns or exchanges as needed. Mostly done online but may be required to visit stores or showrooms as well.
• Miscellaneous Support: Providing ad hoc assistance such as personal errands, research, and other tasks to enhance the executive's productivity and work-life balance.

SCHEDULING REQUIREMENTS:

• This is a full-time role with standard business hours, but note that some scheduling flexibility will be needed (for example, to support some after-hours events).