Personal Assistant to Executive

Our client, a NYC-based executive who runs a non-profit, is looking for an experienced executive assistant/personal assistant to provide personalized support in tasks related to the executive’s personal needs such as with her home decor, repairs, calendar & meetings, bills, social events, and other personal needs, as well as some tasks related to her work with the nonprofit.

 The candidate must be responsive and timely, as well as proactive in ensuring that the executive’s needs are met; making sure the executive is up to date on the status of matters in an extremely well-organized fashion; and keeping multiple projects moving at the same time while tracking the status of each project. This individual should also be 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 who they are communicating with, and 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. This job could be performed remotely at least half-time, but the candidate must be local as she/he must be prepared and able to work in the executive’s beautiful home in NYC’s UES as needed or run errands for special projects in the New York area.

 ESSENTIAL FUNCTIONS:

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

• Calendar Management: Efficiently managing the executive's calendar, scheduling appointments, meetings, and calls, while considering priorities and minimizing conflicts.
• Task Prioritization: Identifying and prioritizing tasks, ensuring deadlines are met, and adjusting schedules as necessary to accommodate urgent matters.
• Project Coordination: Assisting in the coordination and management of projects, liaising with others to ensure successful execution. This is extremely important and requires the ability of the candidate to work with the Executive to create documents or spreadsheets that list and organizes tasks, events, and orders, to maximize the ability to complete projects in a timely fashion. Such a project might include organizing a home decorating project or coordinating dinner party guests and entertaining each month over the year.
• Information Management: Organizing and maintaining information and documents (both electronically and physically) and ensuring easy access when required.
• Online research/Miscellaneous Support: Providing ad hoc assistance such as research, personal errands, and other tasks to enhance the executive's productivity.
• Communication: Clear and concise communication is essential, 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.
• Meeting Support: Preparing meeting agendas and materials, and possibly participating in meetings to take notes and assist with follow-up actions.
• Shopping and Returns for the home and personal items 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 also be required to visit stores or showrooms.

Required Skills & Experience:

• Bachelor’s degree in business or communications preferred
• 2-4 years of experience in a similar role