Executive Personal Assistant to CEO

2 weeks ago

New York, United States The Calendar Group Full time
Job DescriptionJob Description

Our client is seeking an Executive/Personal Assistant to CEO of growing company. In this position you will be the invaluable right hand to the CEO in the office. You will represent the CEO and firm by interacting with all of CEO’s key relationships. You will provide daily administrative support to the Executive Chairman/ CEO, by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Performing support tasks with regard to managing personal affairs, such as scheduling appointments, running errands, shopping, and meal planning is also an important part of this position. You will ensure that everything in this busy executive’s life runs seamlessly and elegantly with attentiveness to details coming as second nature. You will bridge the gap between home and office. Expect an extremely demanding environment.

Responsibilities:

• Complex schedule management

• Responding to and bringing to the attention of CEO all email correspondence that need his attention

• Manage and direct the Receptionist/Office Assistant

• Interface with all members of the VB group

• Complex international travel arrangements

• Daily staff call lead

• Daily written report in standard format to Principal

• Assisting with the development of detailed agendas for meetings and programs;

• Managing the CEO’s time on the most important activities and business issues;

• Assisting the CEO to identify items that can be delegated;

• Tracking/prioritizing outstanding follow-up items;

• Managing CEO initiatives, projects and goals through department/project calendars and assisting CEO with future planning for initiatives/goals;

• Coordinating and managing follow-ups on key action items;

• Sharing CEO feedback and information across relevant teams; and

• Managing CEO daily calendar and phone calls

• Provide travel and concierge services for the CEO, his family and VIP guests, including:

o Coordinating travel arrangements, both domestic and international;

o Assisting with tickets for Broadway shows, concerts, sporting events;

o Arranging dining events;

o Managing calendar for CEO’s family, and coordinating with CEO’s wife’s schedule for family events and work meetings; and

o Assisting with special events and parties, including corporate holiday parties.

o Oversee household staff and vendors

Requirements

• 5+ years experience in an administrative role supporting an Executive

• Experience working in a fast paced, extremely demanding environment

• Accustomed to need for 24/7 mentality

• Attentiveness to presentation and details is a must

• Must be discreet

• Articulate and a good communicator

• Excellent writing skills, verbal skills and kind manners

• Proficient in Microsoft Outlook, Excel and Word

• Highly organized with outstanding follow through skills

• Must have a positive can do attitude daily with the ability to prioritize

• Ability to handle sensitive and confidential information

• Capacity to work independently, while also being a team player

Preferences: Speak Italian, French, German or Arabic

General Schedule: Monday – Friday, 45-55 hours per week

Salary: $125K - $175K

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