Executive Personal Assistant to C-Suite Executive

1 day ago

Miami, United States Career Group Full time

Executive Personal Assistant

Position Overview:

The Personal and Executive Assistant will provide comprehensive support to a high-level executive and manage household affairs. This role requires excellent organizational skills, problem-solving abilities, and a high degree of professionalism. The ideal candidate will be available 24/7, able to manage complex travel arrangements, negotiate with vendors, oversee household projects, hire domestic staff, and maintain discretion in handling confidential information.


Key Responsibilities:


1. Travel Management:

  • Coordinate domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
  • Handle last-minute changes and ensure seamless travel experiences.
  • Obtain and maintain required travel documents, including visas and passports.

2. Household Management:

  • Oversee day-to-day household operations, including maintenance, repairs, and renovations.
  • Negotiate with vendors and service providers to secure favorable terms and ensure high-quality service.
  • Coordinate household projects, including scheduling and supervising contractors, landscapers, and cleaners.
  • Hire, train, and manage domestic staff, such as nannies, chefs, drivers, and housekeepers.

3. Executive Support:

  • Manage the executive’s calendar, including scheduling meetings, appointments, and events.
  • Screen calls, emails, and other communications, responding on behalf of the executive when appropriate.
  • Prepare reports, presentations, and correspondence.
  • Handle personal errands and ad-hoc requests to ensure the executive’s personal and professional life runs smoothly.

4. Financial Management:

  • Track and manage household and personal expenses, including budgeting, bill payments, and financial reporting.
  • Assist with personal and household purchases, sourcing high-quality items while ensuring cost-effectiveness.

5. Event Coordination:

  1. Plan and coordinate personal and corporate events, from intimate dinners to large gatherings.
  2. Handle guest lists, invitations, RSVPs, catering, and other logistical details.

6. Confidentiality and Discretion:

  1. Handle sensitive information with the highest level of confidentiality and professionalism.
  2. Protect the executive’s privacy and reputation at all times.


Skills and Qualifications:


  1. Proven experience as a Personal Assistant or Executive Assistant, supporting high-level executives.
  2. Strong negotiation skills to deal effectively with vendors and service providers.
  3. Excellent organizational skills with the ability to multitask and prioritize tasks in a fast-paced environment.
  4. Attention to detail and the ability to anticipate needs.
  5. Flexibility to work outside normal business hours and adapt to the executive’s schedule.
  6. Discretion and professionalism in handling confidential matters.
  7. Problem-solving abilities to handle unforeseen challenges independently.
  8. Strong communication skills (both written and verbal).
  9. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and other office software.


Availability:

The candidate must be available 24/7 to handle emergencies, last-minute travel changes, or other immediate needs.


This position is a unique opportunity for a driven, highly organized professional who enjoys managing both executive and personal matters with precision and discretion.

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